Executive Assistant

Ultimate Staffing Services; Santa Clara (CA); On-site; USD 83,000 - 132,000; Full time

Job summary

Ultimate Staffing Services is seeking an experienced Executive Administrative Assistant to support a senior Finance executive in a fast-paced, global organization. This onsite role is based in San Jose, CA, and requires excellent calendar management, travel coordination, and discreet handling of confidential information.

You will coordinate board and leadership meetings, prepare materials, manage expenses, and partner with Finance and other departments to ensure timely delivery of commitments.

Qualifications

• 7+ years of executive administrative support experience.
• Experience supporting C-suite or senior-level executives.
• Experience supporting Finance, Accounting, or other corporate leadership functions preferred.
• Experience supporting board meetings, executive leadership meetings, or public company environments preferred.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Bachelor's degree preferred.

Responsibilities

• Manage complex executive calendars and scheduling.
• Coordinate executive meetings, board meetings, business reviews, and leadership events.
• Prepare agendas, presentations, meeting materials, and follow-up action items.
• Arrange travel and process expense reports.
• Support quarterly business reviews, executive reporting cycles, and key leadership initiatives.
• Track deadlines, commitments, and deliverables to ensure timely completion.
• Partner with leaders across Finance and other departments to coordinate priorities and projects.
• Organize executive events, off-sites, team meetings, and special projects.
• Serve as a liaison between executive leadership and internal stakeholders.
• Handle confidential business information with professionalism and discretion.

Skills

Executive support

C-suite support

Organizational skills

Communication

Multitasking

Education

Bachelor's degree preferred

Tools

Microsoft Outlook

Microsoft Teams

Microsoft Office

Job description

Salary: USD60 - USD96 per hour

Executive Administrative Assistant

Location: San Jose, CA

Schedule: Onsite, Monday-Friday

Compensation: $65-$96/hour DOE

About the Role

We are seeking an experienced Executive Administrative Assistant to support a senior Finance executive within a fast-paced, global organization.

This role is ideal for a highly organized, proactive professional who thrives in a dynamic environment and enjoys serving as a strategic partner to executive leadership. The successful candidate will anticipate needs, manage competing priorities, and ensure critical business activities run smoothly and efficiently.

Key Responsibilities

• Manage complex executive calendars and scheduling
• Coordinate executive meetings, board meetings, business reviews, and leadership events
• Prepare agendas, presentations, meeting materials, and follow-up action items
• Arrange travel and process expense reports
• Support quarterly business reviews, executive reporting cycles, and key leadership initiatives
• Track deadlines, commitments, and deliverables to ensure timely completion
• Partner with leaders across Finance and other departments to coordinate priorities and projects
• Organize executive events, off-sites, team meetings, and special projects
• Serve as a liaison between executive leadership and internal stakeholders
• Handle confidential business information with professionalism and discretion

Qualifications

• 7+ years of executive administrative support experience
• Experience supporting C-suite or senior-level executives
• Experience supporting Finance, Accounting, or other corporate leadership functions preferred
• Experience supporting board meetings, executive leadership meetings, or public company environments preferred
• Exceptional organizational skills and attention to detail
• Strong written and verbal communication skills
• Ability to manage multiple priorities in a fast-paced environment
• Proven ability to anticipate needs and work independently
• Bachelor's degree preferred

Technical Skills

• Microsoft Outlook
• Microsoft Teams
• Microsoft Office Suite
• Calendar management and collaboration tools

Ideal Candidate

• Proactive and resourceful
• Strategic and business-minded
• Highly organized with strong follow-through
• Able to anticipate executive needs
• Comfortable working with senior leaders
• Team-oriented and collaborative
• Maintains the highest level of professionalism and confidentiality

This is an excellent opportunity to support executive leadership within a growing organization while playing a key role in high-impact business initiatives.