Executive Assistant

Ultimate Staffing Services; San Jose (CA); On-site; USD 135,000 - 165,000; Full time

Job summary

Ultimate Staffing Services is seeking an experienced Executive Assistant to support the CEO of a leading construction and real estate development organization in California. The role requires exceptional organization and proactive prioritization to manage complex executives’ needs.

The candidate will coordinate calendars, travel, and critical communications across departments, while handling confidential information with discretion.

Qualifications

• 10+ years of Executive Assistant experience supporting C-suite executives, founders, or business owners.
• Experience within construction, real estate development, commercial real estate, engineering, or related industries.
• Understanding of real estate development projects, construction operations, and project timelines.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Advanced proficiency with Microsoft Office Suite.
• Ability to manage multiple priorities in a fast-paced environment.
• High level of professionalism, discretion, and executive presence.

Responsibilities

• Manage a complex and ever-changing executive calendar.
• Coordinate meetings, appointments, and business commitments.
• Arrange domestic and international travel.
• Prepare presentations, reports, agendas, and correspondence.
• Manage executive communications and follow-up items.
• Serve as a key point of contact for internal and external stakeholders.

Skills

Executive support

Real estate development

Construction operations

MS Office

Discretion

Project coordination

Tools

Microsoft Office Suite

Job description

Salary: USD150000 - USD150000 per year

Position Overview

Ultimate Staffing is actively seeking an experienced Executive Assistant to join their client's dynamic team in California. The successful candidate will support the CEO of a thriving construction and real estate development organization. This role demands a highly organized and proactive professional who can effectively juggle executive priorities while managing the fast-paced demands of construction projects, real estate developments, investments, and business operations.

Responsibilities

Executive Support

• Manage a complex and ever-changing executive calendar.
• Coordinate meetings, appointments, and business commitments.
• Arrange domestic and international travel.
• Prepare presentations, reports, agendas, and correspondence.
• Manage executive communications and follow-up items.
• Serve as a key point of contact for internal and external stakeholders.
• Handle confidential information with the utmost discretion.

Administrative & Organizational Support

• Coordinate executive meetings, leadership events, and off-site gatherings.
• Track action items and ensure timely follow-up.
• Prepare reports, spreadsheets, and executive documents.
• Assist with expenses, invoices, and administrative processes.
• Organize and maintain files, records, contracts, and project documents.

Project & Team Coordination

• Support special projects and strategic initiatives led by the CEO.
• Coordinate communication across departments, consultants, contractors, and business partners.
• Assist in tracking project milestones, deadlines, and deliverables.
• Help ensure projects remain on schedule through strong organization and follow-up.

Qualifications

• 10+ years of Executive Assistant experience supporting C-suite executives, founders, or business owners.
• Experience working within construction, real estate development, commercial real estate, engineering, or related industries.
• Understanding of real estate development projects, construction operations, and project timelines.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Advanced proficiency with Microsoft Office Suite.
• Ability to manage multiple priorities in a fast-paced environment.
• High level of professionalism, discretion, and executive presence.

Required Work Hours

Monday to Friday, 8:00 AM – 5:00 PM

The role offers competitive compensation with a salary range from $150,000, along with additional bonuses, reflecting the level of responsibility and expertise required for this position.

This position is 100% onsite in California, providing a unique opportunity to work closely with the CEO and other key stakeholders in a dynamic and growing organization.