Executive Assistant-Office Manager

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

Job summary

Ultimate Staffing in Irvine seeks an Executive Assistant to the President and CEO and Office Manager to support our leadership and keep the corporate headquarters running smoothly. The role combines high-level calendar management, travel coordination, expense processing, and confidential administrative duties in a dynamic real estate investment and property management environment.

The ideal candidate has 4+ years of EA/office management experience, a bachelor’s degree, excellent communication

Qualifications

• 4+ years of EA/Office Manager experience.
• Bachelor's degree required.
• Strong verbal and written communication skills.
• Reliable, proactive and detail-oriented.
• Professional presence interacting with executives, clients and guests.
• Strong organizational skills and multi-tasking ability.
• Tech-savvy with ability to learn new tools and troubleshoot minor issues.

Responsibilities

• Provide direct support to the President and CEO.
• Manage calendars, meetings, and priority scheduling.
• Process expense reports accurately and timely.
• Coordinate domestic and international travel arrangements.
• Maintain budget binders and related documentation.
• Assist with meeting prep including agendas and follow-up actions.
• Handle confidential information with discretion.
• Provide general executive administrative support as needed.
• Maintain organized office and support office events.

Skills

Executive support

Office management

Calendar management

Travel coordination

Budget management

Vendor management

Education

Bachelor's degree

Job description

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

• 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.
• Professional presence with the ability to interact confidently with executives, clients, and guests.
• Strong organizational skills and the ability to manage multiple tasks and deadlines.
• Tech-savvy with the ability to learn new tools and troubleshoot minor issues

This position will pay $65K-$75K

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.