Channel Strategies, Communication Skills, County Ordinances, Cross-Functional, Detail Oriented, Establish Priorities, Executive Assistant Skills , Expense Tracking, Leadership, Logistics, Logistics Management, Loyalty Programs, Microsoft Excel, Microsoft Office, Microsoft Outlook, Operational Support, Organizational Skills, Problem Solving Skills, Project/Program Coordination, State Laws and Regulations, Systems Maintenance, Willing to Travel
Executive Assistant, Operations| Direct Hire | Irvine | $140 - 150k annually
Ultimate Staffing is partnering with an Irvine-based Manufacturer seeking an Executive Assistant, Operations to serve as a strategic partner to C-suite leadership, driving high-impact initiatives while gaining cross-functional exposure and positioning yourself for continued growth within a dynamic organization.
Location: Fully onsite in Irvine, CA
Status: Direct Hire
Schedule: Monday - Friday 7am - 4pm; Ad-hoc and overtime requirements
Salary: $140 - 150,000 annually
Perks & Benefits:
- Comprehensive benefits package (medical, dental, vision, 401k + match)
- Annual bonus opportunities
- Daily catered meals and stocked office
- Free gym onsite
- High-growth environment with strong career progression opportunities
Key Responsibilities:
Executive Calendar & Prioritization
- Own and manage complex, high-volume executive calendars with fluid adjustments throughout the day
- Act as a strategic gatekeeper prioritizing requests, managing competing demands, and protecting executive time
- Coordinate internal/external meetings with precision, ensuring agendas, attendees, and materials are aligned
Travel & Logistics Management
- Coordinate complex domestic and international travel (commercial + private when needed)
- Serve as a real-time travel liaison, remaining adaptable and implementing immediate backup plans
- Prepare detailed itineraries including flights, transportation, accommodations, and meeting logistics
- Manage last-minute changes, ensuring seamless execution and white-glove support
- Track travel expenses, credits, and loyalty programs
Execution & High-Touch Support
- Provide hands-on, responsive support in a high-demand environment
- Assist with personal travel or errands when needed
- Maintain highly organized systems for confirmations, records, and communications
Special Projects & Operational Support
- Support project coordination, timelines, and deliverables
- Utilize Excel to track travel, schedules, and operational workflows
- Assist with research and preparation of executive briefings
Qualifications:
- Executive Assistant experience supporting C-Suite leaders
- Bachelor's degree strongly preferred
- Strong experience managing complex domestic and global travel with rapidly shifting calendars
- Exceptional organizational skills with meticulous attention to detail
- Ability to anticipate issues, problem-solve quickly, and manage high-pressure situations
- Proficiency in Microsoft Office (Outlook, Excel, Teams)
- Strong communication skills and executive presence
- Proven ability to operate in fast-paced, high-expectation environments with autonomy
If you thrive in ambiguity, operate three steps ahead, and consistently go above and beyond submit your resume today to be considered for this impactful opportunity!
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.
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Ultimate Staffing Services