Executive Assistant-Office Manager

Ultimate Staffing Services; Irvine (CA); On-site; USD 65,000 - 75,000; Full time

Job summary

Ultimate Staffing Services in Irvine seeks an Executive Assistant to the President and CEO and an Office Manager to support daily operations at the Irvine Corporate Headquarters.

You will manage complex calendars, coordinate travel, prepare meeting materials, and handle confidential information with discretion while keeping the office organized and efficient. Bachelor's degree and strong communication are required.

Qualifications

• 4+ years of Executive Assistant, Office Manager, or related administrative experience.
• Bachelor’s degree required.
• Strong verbal and written communication skills.
• Highly reliable, proactive, and detail-oriented.

Responsibilities

• Provide direct support to the President and CEO.
• Manage calendars and scheduling, including internal/external meetings.
• Process expense reports accurately and promptly.
• Coordinate domestic and occasional international travel, flights and lodging.
• Maintain budget binders and related documentation.
• Assist with meeting preparation, agendas, materials and follow-up actions.
• Handle confidential information with discretion.
• Provide general executive-level administrative support as needed.
• Maintain a well-stocked and organized office.
• Handle inbound/outbound mail and deliveries.
• Coordinate office events and team gatherings.
• Troubleshoot minor equipment issues and coordinate repairs.
• Order office lunches and assist with catering for meetings.
• Keep shared spaces tidy and presentable.
• Serve as main contact for vendors, building management and service providers.

Skills

Executive Assistant

Office Manager

Administrative experience

Education

Bachelor’s degree

Job description

Executive Assistant-Office Manager (JN -102026-432108) Irvine, California

Salary: USD65000 - USD75000 per year

Irvine based Real Estate Investment and Property Management firm is looking for a hardworking, self-motivated individual to join our team as the Executive Assistant to the President and CEO and Office Manager at our Irvine Corporate Headquarters.

Key Responsibilities

Executive Assistant Responsibilities

• Provide direct support to the President and CEO.
• Manage complex and dynamic calendars, including internal/external meetings and priority scheduling.
• Manage and process expense reports with accuracy and efficiency, ensuring all submissions are completed in a timely manner.
• Coordinate domestic and occasional international travel arrangements, including flights, lodging, itineraries, and transportation.
• Maintain and organize budget binders and related documentation.
• Assist with meeting preparation, including agendas, materials, and follow-up actions.
• Handle confidential information with the highest level of discretion.
• Provide general executive-level administrative support as needed.

Office Manager Responsibilities

• Maintain a well-stocked and organized office by managing inventory and restocking supplies.
• Handle all incoming and outgoing mail and deliveries.
• Coordinate office events, celebrations, and team gatherings.
• Troubleshoot minor equipment issues and coordinate service or repairs when necessary.
• Order office lunches and assist with catering for meetings or company events.
• Keep shared office spaces tidy, organized, and presentable.
• Serve as the main point of contact for vendors, building management, and service providers.

Qualifications & Requirements

• 4 + years of Executive Assistant, Office Manager, or related administrative experience.
• Bachelor’s degree required.
• Strong verbal and written communication skills.
• Highly reliable, proactive, and detail-oriented.