Executive Assistant

Ultimate Staffing; San Diego (CA); On-site; USD 62,000 - 90,000; Full time

Job summary

Ultimate Staffing in San Diego is seeking an experienced Executive Assistant/Administrative Assistant to support senior executives. The role requires strong calendar management, travel coordination, and the preparation of reports and presentations for meetings.

The ideal candidate will handle confidential information with discretion, coordinate internal and external meetings, and assist with special projects and events, acting as a liaison among executives, staff, clients, and partners.

Qualifications

• 3+ years of Executive Assistant, Administrative Assistant, or related experience.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Ability to manage and maintain executive calendars, appointments, and travel arrangements.
• Coordinate internal and external meetings, including agendas, presentations, and materials.

Responsibilities

• Screen and prioritize phone calls, emails, and correspondence.
• Handle confidential information with discretion and professionalism.
• Prepare reports, presentations, and other business documents.
• Take meeting notes and track action items.
• Coordinate special projects and assist with project management activities.
• Organize company events and executive meetings.

Skills

Executive/Administrative support

Calendar management

Travel coordination

MS Office proficiency

Communication

Tools

Microsoft Office

Job description

• 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.
  

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.