Strategic Executive Assistant

Ultimate Staffing; San Diego (CA); On-site; USD 60,000 - 85,000; Full time

Job summary

Ultimate Staffing in San Diego seeks an experienced Executive Assistant to support executives with calendar management, travel planning, and meeting coordination. You will prepare materials, draft communications, and maintain confidential records while liaising with clients, vendors, and internal teams.

The role requires 3+ years of EA experience and advanced MS Office skills to ensure timely delivery of priorities and effective coordination across departments.

Qualifications

• Bachelor's or Associate's degree in Business Administration.
• 3+ years of Executive Assistant experience.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams).

Responsibilities

• Manage complex calendars, appointments, meetings, and travel for executives.
• Coordinate and prepare meeting materials, agendas, presentations, and reports.
• Organize internal and external meetings, conference calls, and events.
• Draft, edit, and proofread professional communications, reports, and presentations.
• Maintain confidential records and sensitive information with discretion.
• Coordinate domestic and international travel, including itineraries, accommodations, and expense reporting.
• Track and process executive expenses, invoices, and reimbursements.
• Prepare meeting minutes, action items, and follow-up communications.
• Serve as a liaison between executives, clients, vendors, business partners, and employees.
• Assist with special projects, research, and administrative initiatives.
• Monitor deadlines and ensure timely completion of executive priorities and deliverables.

Skills

Calendar management

Travel coordination

Meeting preparation

Communications drafting

Discretion / confidentiality

Time management

Education

Bachelor's degree in Business Administration

3+ years Executive Assistant experience

Tools

Outlook

Word

Excel

PowerPoint

Teams

MS Office Suite

Job description

Ultimate Staffing in San Diego seeks an experienced Executive Assistant to support executives with calendar management, travel planning, and meeting coordination. You will prepare materials, draft communications, and maintain confidential records while liaising with clients, vendors, and internal teams.

The role requires 3+ years of EA experience and advanced MS Office skills to ensure timely delivery of priorities and effective coordination across departments.