Executive Assistant- C-Suite

Ultimate Staffing Services; Santa Clara (CA); Hybrid; USD 69,000 - 103,000; Full time

Job summary

Ultimate Staffing Services in Santa Clara, CA seeks an experienced Executive Assistant to support senior leadership in a fast-paced environment. You will manage complex calendars, coordinate travel, prepare materials, and handle confidential information with professionalism.

The role emphasizes independent work, strong organizational skills, and the ability to balance multiple priorities while supporting high-level executives.

Qualifications

• 5+ years of Executive Assistant experience supporting senior leaders or executives.
• Proven experience managing multiple calendars and competing priorities.
• Strong project coordination and event planning skills.
• Advanced proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
• Experience handling confidential and sensitive information.
• Strong organizational skills with exceptional attention to detail.
• Ability to work independently and anticipate executive needs.
• Experience with SharePoint or similar collaboration platforms is a plus.
• Comfortable adapting to changing priorities in a fast-paced environment.

Responsibilities

• Provide administrative support to multiple C-level executives.
• Manage complex calendars, scheduling, and meeting coordination.
• Coordinate domestic and international travel arrangements.
• Prepare meeting materials, presentations, agendas, and executive reports.
• Capture meeting notes, action items, and follow-up responsibilities.
• Process and reconcile expense reports and purchase requests.
• Support leadership meetings, company events, all-hands meetings, and off-site activities.
• Maintain organizational charts, contact lists, and executive documentation.
• Coordinate vendor and customer-facing meetings.
• Assist with office operations, including supplies, facilities, and workplace initiatives.
• Provide backup support to other executive support team members as needed.

Skills

Calendar management

Executive support

Travel coordination

MS Office Suite

Confidentiality

Organizational skills

Independent work

SharePoint

Event planning

Communication

Tools

SharePoint

Job description

Temporary Executive Assistant

Salary: USD50 - USD75 per hour

Pay

$50-$75/hour

Duration

6-8 Week Contract

About the Opportunity

A growing organization is seeking a highly organized and proactive Executive Assistant to provide support to senior leadership in a fast-paced environment. This role will be responsible for managing complex calendars, coordinating travel, supporting executive meetings, and assisting with special projects while ensuring day-to-day operations run smoothly.

This is an excellent opportunity for an experienced Executive Assistant who thrives in supporting high-level executives, managing multiple priorities, and working independently with a high degree of professionalism and discretion.

What You'll Do

• Provide administrative support to multiple C-level executives.
• Manage complex calendars, scheduling, and meeting coordination.
• Coordinate domestic and international travel arrangements.
• Prepare meeting materials, presentations, agendas, and executive reports.
• Capture meeting notes, action items, and follow-up responsibilities.
• Process and reconcile expense reports and purchase requests.
• Support leadership meetings, company events, all-hands meetings, and off-site activities.
• Maintain organizational charts, contact lists, and executive documentation.
• Coordinate vendor and customer-facing meetings.
• Assist with office operations, including supplies, facilities, and workplace initiatives.
• Provide backup support to other executive support team members as needed.

Qualifications

• 5+ years of Executive Assistant experience supporting senior leaders or executives.
• Proven experience managing multiple calendars and competing priorities.
• Strong project coordination and event planning skills.
• Advanced proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
• Experience handling confidential and sensitive information.
• Strong organizational skills with exceptional attention to detail.
• Ability to work independently and anticipate executive needs.
• Experience with SharePoint or similar collaboration platforms is a plus.
• Comfortable adapting to changing priorities in a fast-paced environment.

What We're Looking For

• Professional, polished, and highly resourceful.
• Strong communicator with excellent interpersonal skills.
• Ability to build relationships across all levels of an organization.
• Detail-oriented with outstanding follow-through.
• Strong problem-solving abilities and sound judgment.
• Flexible, adaptable, and team-oriented.

Compensation

$50-$75/hour , depending on experience and qualifications.

Schedule

• Hybrid work environment
• Temporary assignment expected to last approximately 6-8 weeks