Executive Assistant

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

Job summary

Ultimate Staffing Services in California is seeking an experienced Executive Assistant to support a senior leadership team in healthcare technology. The role requires exceptional organization, discretion, and the ability to manage calendars, travel, meetings, and communications for the CEO.

You will coordinate complex schedules, prepare reports, handle confidential information, arrange domestic and international travel, and support board and executive meetings.

Qualifications

• Minimum 4+ years of Executive Assistant experience supporting C-suite leaders.
• Experience supporting a CEO and/or senior executive team.
• Experience in healthcare, medical device, biotechnology, technology, or fast-paced corporate environments preferred.

Responsibilities

• Provide high-level administrative support to executive leadership, with primary support to the CEO.
• Manage complex and frequently changing executive calendars.
• Coordinate internal and external meetings, including executive leadership and board meetings.
• Arrange conference rooms, meeting logistics, catering, and visitor coordination.
• Coordinate domestic and international travel arrangements and itineraries.
• Prepare and process executive expense reports.
• Monitor and prioritize emails and requests.
• Coordinate Zoom, Teams, and conference room technology for meetings.

Skills

Calendar management

Travel coordination

Meeting planning

Communication

Confidentiality

C-suite support

Tools

Microsoft Outlook

Microsoft Teams

Zoom

Microsoft Office Suite

Job description

Salary: USD75 - USD90 per hour

Position Overview

Ultimate Staffing is actively seeking an experienced and polished Executive Assistant to support a senior executive leadership team within a fast-paced and innovative organization in the healthcare technology/medical device industry. This position is located in California and requires a highly organized professional who thrives in a dynamic environment, can manage competing priorities, and provides exceptional support to executive leadership. The ideal candidate will bring strong calendaring, travel coordination, meeting planning, and communication skills while maintaining the highest level of professionalism and confidentiality. This is an immediate, temporary opportunity with an anticipated duration of approximately four weeks, with potential for extension.

Key Responsibilities

• Provide high-level administrative support to executive leadership, with primary support dedicated to the CEO.
• Manage complex and frequently changing executive calendars.
• Coordinate internal and external meetings, including executive leadership meetings, board meetings, and special events.
• Arrange conference rooms, meeting logistics, catering, and visitor coordination.
• Coordinate domestic and international travel arrangements, itineraries, and related logistics.
• Prepare and process executive expense reports.
• Monitor and prioritize incoming communications, emails, and requests.
• Serve as a professional point of contact for internal and external stakeholders.
• Coordinate Zoom, Teams, and conference room technology for meetings and presentations.
• Assist with maintaining records, documents, and administrative systems.
• Track action items, deadlines, and follow-up activities for executive leadership.
• Support special projects and departmental initiatives as assigned.
• Maintain strict confidentiality when handling sensitive business information.

Qualifications

• Minimum 4+ years of Executive Assistant experience supporting C-suite leaders.
• Prior experience supporting a CEO and/or senior executive team required.
• Experience working within healthcare, medical device, biotechnology, technology, or other fast-paced corporate environments preferred.
• Exceptional calendar management and scheduling skills.
• Experience coordinating executive travel and expense reporting.
• Strong proficiency with:
  • Microsoft Outlook
  • Microsoft Teams
  • Zoom
  • Microsoft Office Suite
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and shifting deadlines with professionalism and urgency.
• Proven ability to exercise discretion, sound judgment, and confidentiality.
• Comfortable interacting with executives, board members, customers, and other high-level stakeholders.
• Self-directed, resourceful, and proactive problem solver.

Required Work Hours

Monday - Friday, 8:00 AM – 5:00 PM

As this is a supervisor position, it offers competitive pay ranging from $75 to $90 per hour.

This role provides an excellent opportunity to work closely with executive leadership in a dynamic industry, contributing to meaningful projects and initiatives.

Yes, I am currently eligible to work (work permit/visa/citizenship) in the country to which I am applying. No, I am not currently eligible to work (work permit/visa/citizenship) in the country to which I am applying.