Executive Assistant

Ultimate Staffing Services; San Diego (CA); On-site; USD 65,000 - 85,000; Full time

Job summary

Ultimate Staffing Services in San Diego, CA is seeking an experienced Executive Assistant to support senior executives. You will manage calendars, arrange travel, and prepare agendas and presentations for meetings.

Responsibilities include screening calls and emails, organizing files, coordinating internal and external meetings, and tracking action items. You will liaise with clients and partners while handling confidential information with discretion. Proficiency in Microsoft Office is required.

Qualifications

• 3+ years of Executive/Administrative Assistant experience.
• Proficient in MS Office (Outlook, Word, Excel, PowerPoint, Teams).
• Strong organizational and communication skills.
• Discretion with confidential information.

Responsibilities

• Manage executive calendars and travel arrangements.
• Coordinate internal and external meetings, agendas, and materials.
• Screen calls, emails, and correspondence; maintain filing systems.
• Prepare reports, presentations and business documents.
• Support special projects and client engagements.
• Liaise between executives, staff, and external partners.
• Monitor deadlines and ensure timely task completion.

Skills

Executive/Administrative Assistant exp

Calendar & travel coordination

Tools

Microsoft Office Suite

Job description

Salary: USD65000 - USD85000 per year

• 3+ years of Executive Assistant, Administrative Assistant, or related experience.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Manage and maintain executive calendars, appointments, and travel arrangements.
• Coordinate internal and external meetings, including preparing agendas, presentations, and meeting materials.
• Screen and prioritize phone calls, emails, and correspondence.
• Handle confidential information with discretion and professionalism.
• Prepare reports, presentations, spreadsheets, and other business documents.
• Take meeting notes and track action items when needed.
• Coordinate special projects and assist with project management activities.
• Organize company events, executive meetings, and client engagements.
• Serve as a liaison between executives, employees, clients, and external partners.
• Monitor deadlines and ensure timely completion of assigned tasks.
• Maintain organized filing systems and business records.
• Support other administrative and operational functions as needed.