Executive Assistant / Office Manager

Ultimate Staffing Services; San Diego (CA); On-site; USD 48,000 - 55,000; Full time

Job summary

Ultimate Staffing Services is seeking an experienced Executive Assistant / Office Manager to provide direct support to the CEO and HR Manager in a fast-paced nonprofit environment. This role requires a polished professional who can manage complex calendars, coordinate travel, draft executive communications, and maintain confidential records.

The ideal candidate has a Bachelor's degree and at least five years of senior-level administrative experience, strong written/verbal skills, and proven

Qualifications

• Bachelor's degree required.
• Minimum 5 years of Executive Assistant experience supporting senior leadership.
• Minimum 5 years of administrative or office management experience.
• Exceptional written and verbal communication skills.
• Strong business writing and correspondence experience.
• Proven ability to manage multiple priorities and deadlines.
• Professional demeanor with strong executive presence.
• Experience supporting Boards of Directors or Board Members is highly preferred.

Responsibilities

• Provide executive-level administrative support to the CEO and HR Manager.
• Manage complex calendars, scheduling, and meeting coordination.
• Prepare agendas, take meeting minutes, and distribute follow-up materials.
• Draft professional business correspondence and executive communications.
• Coordinate domestic travel arrangements and itineraries.
• Process and track expense reports.
• Support Board Members with scheduling, communications, and meeting logistics.
• Create and edit PowerPoint presentations and executive reports.
• Assist with office management and daily administrative operations.
• Maintain confidential records and sensitive information with discretion.

Skills

Executive support

Calendar management

Meeting coordination

Business writing

Travel planning

Expense reporting

Board support

Presentations

Office administration

Confidentiality

Education

Bachelor's degree

Tools

Microsoft Word

Microsoft Outlook

Microsoft PowerPoint

Microsoft Excel

SharePoint

Adobe Acrobat

Job description

Salary: USD35 - USD40 per hour

Our nonprofit client is seeking an experienced, polished, and highly professional Executive Assistant / Office Manager to provide direct support to the CEO and HR Manager. This individual will serve as a trusted partner to leadership, manage critical administrative functions, support Board Members, and help maintain efficient day-to-day office operations.

This is an excellent opportunity for a proactive, detail-oriented professional who thrives in a fast-paced environment and enjoys supporting executive leadership.

Key Responsibilities

• Provide executive-level administrative support to the CEO and HR Manager
• Manage complex calendars, scheduling, and meeting coordination
• Prepare agendas, take meeting minutes, and distribute follow-up materials
• Draft professional business correspondence and executive communications
• Coordinate domestic travel arrangements and itineraries
• Process and track expense reports
• Support Board Members with scheduling, communications, and meeting logistics
• Create and edit PowerPoint presentations and executive reports
• Assist with office management and daily administrative operations
• Maintain confidential records and sensitive information with discretion

Qualifications

• Bachelor's degree required
• Minimum 5 years of Executive Assistant experience supporting senior leadership
• Minimum 5 years of administrative or office management experience
• Exceptional written and verbal communication skills
• Strong business writing and correspondence experience
• Proven ability to manage multiple priorities and deadlines
• Professional demeanor with strong executive presence
• Experience supporting Boards of Directors or Board Members is highly preferred

Technical Skills

• Microsoft Word
• Microsoft Outlook
• Microsoft PowerPoint
• Microsoft Excel (including expense reporting)
• SharePoint
• Adobe Acrobat

Ideal Candidate

We're looking for someone who is sharp, polished, resourceful, and highly organized. The ideal candidate can anticipate needs, communicate professionally with executives and board members, and operate with a high degree of confidentiality and professionalism.