Executive Assistant

Ultimate Staffing Services; Gardena (CA); On-site; USD 52,000 - 63,000; Part time

Job summary

Ultimate Staffing Services is seeking an Executive Assistant in Gardena, California to provide high-level administrative support to the CEO. The role handles complex calendars, communications, and projects with discretion and strong organizational skills.

The position is part-time (32 hours per week), with duties spanning board coordination, travel planning, and cross-functional liaison across staff and external partners.

Qualifications

• 5+ years of executive-level support experience.
• Strong organization, communication, and project management skills.
• Proficiency with Microsoft Office and office systems.

Responsibilities

• Coordinate Board meetings, agendas, minutes, and documentation.
• Manage the CEO’s calendar, travel, meetings, and events.
• Serve as a liaison between the CEO, Board, staff, and external partners.
• Prepare and handle confidential communications, reports, and HR-related documents.
• Support agency operations, compliance, and policy implementation.
• Manage budgets, expense tracking, and procurement processes.
• Screen calls and inquiries; respond to sensitive issues and escalations.
• Maintain accurate records, databases, and ensure document compliance (ADA, policies).
• Plan and coordinate events, workshops, and community engagements.

Skills

Executive support

Calendar management

Communication

Project management

Confidentiality

Tools

Microsoft Office

Office systems

Job description

Executive Assistant (JN -062026-423343) Gardena, California

Salary: USD37.53 - USD45.41 per hour

Executive Assistant provides high-level administrative and operational support to the CEO, serving as a key liaison between executive leadership, staff, Board members, and external stakeholders. This role manages complex calendars, communications, and projects while exercising independent judgment, confidentiality, and strong organizational skills to ensure efficient executive operations.

Key Responsibilities

• Coordinate Board meetings, agendas, minutes, and documentation (including website updates)
• Manage the CEO’s calendar, travel, meetings, and events
• Serve as a liaison between the CEO, Board, staff, and external partners
• Prepare and handle confidential communications, reports, and legal/HR-related documents
• Support agency operations, compliance, and policy implementation
• Manage budgets, expense tracking, and procurement processes
• Screen calls and inquiries; respond to sensitive issues and escalations
• Maintain accurate records, databases, and ensure document compliance (ADA, policies)
• Plan and coordinate events, workshops, and community engagements

Qualifications:

• 5+ years of executive-level support experience
• Strong skills in organization, communication, and project management
• Proficient in Microsoft Office and office systems
• Ability to handle confidential information with discretion

Part time hours working 32 hrs per week, will increase with workload.