Executive Assistant

Ultimate Staffing Services; San Jose (CA); On-site; USD 103,000 - 124,000; Full time

Job summary

Ultimate Staffing Services is seeking an experienced Executive Assistant to support the CEO and senior leadership in a fast-paced healthcare technology company. This direct-hire role requires discretion, excellent communication, and strong organizational skills.

You will manage complex calendars, coordinate meetings and travel, prepare expense reports, and serve as a liaison with stakeholders. The ideal candidate has 7+ years of executive support experience and proficiency with Outlook, Teams,

Qualifications

• 7+ years of executive-level EA experience.
• Experience supporting CEO and executive leadership.
• Proven calendar management for complex schedules.
• Experience coordinating domestic and international travel.
• Experience processing executive expenses.

Responsibilities

• Provide high-level administrative support to the CEO and executive leadership team.
• Manage complex calendars and schedules for senior executives.
• Coordinate internal and external meetings, board meetings, and events.
• Arrange travel, itineraries, and accommodations.
• Prepare and process executive expense reports.
• Liaise with executives, staff, clients, and vendors.
• Coordinate virtual meetings using Zoom, Teams, and conference tools.
• Maintain confidential records and reports.

Skills

Executive support experience

Calendar management

Travel coordination

Expense reporting

Communication skills

Discretion & confidentiality

Prioritization under pressure

Stakeholder liaison

Tools

Microsoft Outlook

Microsoft Teams

Zoom

Microsoft Office Suite

Job description

Salary: USD75 - USD90 per hour

Position Overview

Ultimate Staffing is seeking an experienced and professional Executive Assistant to provide dedicated support to executive leadership within a fast-paced and innovative healthcare technology organization. This direct-hire opportunity is ideal for a highly organized, resourceful professional who excels at managing competing priorities, supporting senior executives, and maintaining a high level of discretion and professionalism.

The Executive Assistant will serve as a trusted partner to leadership, with primary support dedicated to the CEO, while also assisting key members of the executive team. The ideal candidate possesses exceptional communication skills, strong attention to detail, and the ability to thrive in a dynamic, high-visibility environment.

Key Responsibilities

• Provide high-level administrative support to the CEO and executive leadership team.
• Manage complex and frequently changing executive calendars, schedules, and priorities.
• Coordinate and schedule internal and external meetings, leadership meetings, board meetings, and special events.
• Arrange conference rooms, meeting materials, catering, and visitor logistics.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, and transportation.
• Prepare and process executive expense reports in a timely and accurate manner.
• Monitor, prioritize, and manage incoming communications, requests, and correspondence.
• Serve as a professional liaison between executives, employees, customers, vendors, and external stakeholders.
• Coordinate Zoom, Microsoft Teams, and conference room technology for meetings and presentations.
• Maintain executive records, reports, presentations, and confidential documentation.
• Track action items, deadlines, and follow-up activities to ensure timely completion of objectives.
• Assist with executive projects, strategic initiatives, and special assignments.
• Handle highly confidential and sensitive information with discretion and sound judgment.

Required Qualifications

• 7+ years of Executive Assistant experience supporting C-suite or senior-level executives.
• Prior experience supporting a CEO and/or executive leadership team.
• Demonstrated success managing complex calendars and executive schedules.
• Experience coordinating domestic and international travel arrangements.
• Experience processing executive expenses and reimbursement reports.
• Advanced proficiency with:
  • Microsoft Outlook
  • Microsoft Teams
  • Zoom
  • Microsoft Office Suite (Word, Excel, PowerPoint)

Preferred Qualifications

• Experience within healthcare, medical device, biotechnology, technology, or other fast-paced corporate environments.
• Experience supporting multiple executives within a growing or evolving organization.
• Exceptional organizational and time management skills.
• Excellent written and verbal communication abilities.
• Strong attention to detail and commitment to accuracy.
• Ability to manage multiple priorities in a fast-paced environment.
• Professional demeanor with outstanding interpersonal skills.
• Proven ability to exercise sound judgment and maintain confidentiality.
• Self-motivated, resourceful, and proactive problem solver.
• Comfortable interacting with executives, board members, clients, and key stakeholders.