Executive Assistant

Executive Assistant

About the Role

Ultimate Staffing is seeking a highly organized and proactive Executive Assistant to support a CEO within a fast-paced non-profit / philanthropy environment. This role plays a critical part in ensuring smooth day-to-day operations, managing complex scheduling needs, and acting as a key partner in supporting executive priorities and external engagement efforts.

The ideal candidate is polished, detail-oriented, and thrives in a dynamic environment with frequent interaction across internal teams, philanthropic organizations, and high-level external stakeholders. This individual must be able to anticipate needs, stay ahead of the executive, and operate with a high level of discretion and professionalism.

Key Responsibilities

Executive Support

• Manage a highly complex and dynamic calendar, coordinating meetings, events, and travel across multiple priorities
• Schedule and support internal and external meetings, including high-level engagements
• Serve as a point of contact for incoming communications, managing emails and calls with professionalism and urgency

Event & Travel Coordination

• Plan and coordinate logistics for meetings, events, and philanthropic engagements
• Manage detailed domestic and international travel arrangements, including frequent changes

Relationship & Communication Management

• Act as a liaison between the CEO and internal teams, donors, and external stakeholders
• Interact with high-profile individuals and partners with a polished and professional presence
• Ensure clear, timely, and effective communication across all interactions

Operational & Administrative Support

• Maintain and manage databases, records, and key documentation
• Prepare correspondence, reports, and meeting materials
• Support administrative processes and organizational workflows

Light Personal Support

• Assist with occasional personal tasks such as coordinating gifts or errands

Qualifications

• 5-10+ years of Executive Assistant or senior administrative experience
• Experience supporting C-level leadership in a fast-paced environment
• Strong calendar management and organizational skills
• Excellent written and verbal communication skills
• High attention to detail and ability to manage multiple priorities
• Proven ability to anticipate needs and operate independently

Technical Skills

• Proficiency in Microsoft Office (Outlook, Excel, Word)
• Experience with Google Workspace (environment transitioning to Microsoft tools)
• Comfortable working independently without heavy reliance on IT

Preferred Attributes

• Experience working with high-profile stakeholders or donor-facing environments
• Strong executive presence and interpersonal skills
• Highly adaptable in a fast-paced, high-touch environment

Work Environment

• Hybrid schedule with approximately 50% onsite presence in Belmont, CA
• High-visibility role supporting a frequently mobile executive
• Requires flexibility, responsiveness, and strong communication

Required Work Hours

Monday to Friday

Benefits

Additional Details: Max Pay is $130,000. Min Pay is $110,000.

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, and Los Angeles County Fair Chance Ordinance.