Executive Assistant

Ultimate Staffing Services; Fremont (CA); On-site; USD 69,000 - 103,000; Full time

Job summary

Ultimate Staffing Services in Fremont, CA is seeking an experienced Executive Assistant to support a senior executive leader and leadership team in a fast-paced, global technology and manufacturing environment. This role operates 100% onsite, providing trusted partnership to ensure priorities stay on track, meetings run smoothly, and critical business activities are executed efficiently.

The ideal candidate will be highly organized, proactive, and discreet, with 10+ years of EA experience and

Qualifications

• Bachelor's degree required.
• 10+ years of Executive Assistant experience supporting senior executives.
• Experience supporting leaders within a complex, global organization.
• Strong calendar management, travel coordination, and meeting planning experience.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Advanced proficiency with Microsoft Office Suite, Outlook, Teams, and collaboration tools.

Responsibilities

• Manage complex executive calendars, scheduling priorities, and meeting logistics.
• Coordinate high-level meetings across multiple time zones, including agendas, presentations, participant communications, and follow-up actions.
• Track action items, commitments, and key deliverables, proactively following up with stakeholders to ensure completion.
• Arrange domestic and international travel, itineraries, and expense reporting.
• Prepare executive materials, reports, presentations, and meeting documentation.
• Handle confidential business, personnel, and organizational information with discretion.
• Partner with leadership teams to improve administrative processes, workflows, and organizational effectiveness.
• Coordinate leadership offsites, team meetings, and special events.
• Provide administrative support to executive staff and leadership team members as needed.
• Assist with travel coordination and logistics for senior leadership team members.

Skills

Calendar management

Travel coordination

Meeting planning

Executive support

Discretion & confidentiality

Communication skills

Multitasking

Proactive

Education

Bachelor's degree

Tools

Microsoft Office

Outlook

Teams

Job description

Salary: USD50 - USD75 per hour

Executive Assistant

Fremont, CA | 100% Onsite

$50 - $75/hour

Support Senior Leadership & Help Drive Business Operations

We are seeking an experienced Executive Assistant to support a senior executive leader and leadership team within a fast-paced, global technology and manufacturing environment. This role serves as a trusted partner to executive leadership, ensuring priorities stay on track, meetings run efficiently, and critical business activities are executed seamlessly.

The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities while handling sensitive information with professionalism and discretion.

What You'll Do

• Manage complex executive calendars, scheduling priorities, and meeting logistics
• Coordinate high-level meetings across multiple time zones, including agendas, presentations, participant communications, and follow-up actions
• Track action items, commitments, and key deliverables, proactively following up with stakeholders to ensure completion
• Arrange domestic and international travel, itineraries, and expense reporting
• Prepare executive materials, reports, presentations, and meeting documentation
• Handle confidential business, personnel, and organizational information with discretion
• Partner with leadership teams to improve administrative processes, workflows, and organizational effectiveness
• Coordinate leadership offsites, team meetings, and special events
• Provide administrative support to executive staff and leadership team members as needed
• Assist with travel coordination and logistics for senior leadership team members

What We're Looking For

• Bachelor's degree required
• 10+ years of Executive Assistant experience supporting senior executives
• Experience supporting leaders within a complex, global organization
• Strong calendar management, travel coordination, and meeting planning experience
• Proven ability to manage multiple priorities in a fast-paced environment
• Excellent written and verbal communication skills
• Exceptional organizational skills and attention to detail
• Ability to maintain confidentiality and exercise sound judgment
• Advanced proficiency with Microsoft Office Suite, Outlook, Teams, and collaboration tools

Key Success Traits

• Highly organized and proactive
• Strong sense of ownership and accountability
• Excellent follow-through and execution
• Adaptable to changing priorities
• Collaborative and team-oriented
• Professional and discreet when handling sensitive information
• Comfortable working with executive leadership
• Fremont, CA
• 100% onsite
• Monday through Friday
• Occasional extended hours may be required to support business needs and deadlines

Pay Range

$50.00 - $75.00 per hour

Pay will depend on experience, qualifications, and overall alignment with the role requirements.

Why This Opportunity?

This is an opportunity to partner directly with senior leadership in a highly visible role where you'll have significant impact on daily operations, executive effectiveness, and business execution. If you enjoy being the go-to person who keeps everything running smoothly, we'd love to hear from you.