Position Overview
Ultimate Staffing is actively seeking an experienced Executive Assistant to join their client's prestigious team in California. This role is a unique opportunity to support the CEO of a multi-division construction and real estate development organization with a rich history spanning over a century. The ideal candidate will possess extensive experience in providing high-level executive support, demonstrate exceptional discretion, and thrive in a fast-paced, dynamic environment.
Responsibilities
Executive Support
- Provide comprehensive support to the CEO, including complex calendar management, meeting coordination, travel arrangements, and expense tracking.
- Manage high-volume email communication and be available for occasional evening/weekend needs.
- Act as a liaison between the CEO, CFO, board members, and internal/external partners.
- Prepare executive-level documents, reports, presentations, and board materials.
Construction & Development Support
- Assist in organizing contracts, project documentation, schedules, and communications across construction, development, and asset management operations.
- Maintain awareness of major construction timelines, permitting processes, project milestones, and partnership activities.
- Support operational leaders with administrative needs and cross-functional coordination.
Board & Family Support
- Work closely with board members on scheduling, communication, and event preparation.
- Provide personal support to the CEO and family on confidential matters, requiring exceptional discretion and professionalism.
Event Planning & Culture Engagement
- Lead planning for major annual company events, including the holiday party and summer offsite.
- Coordinate internal events, catered meals, social gatherings, and employee engagement activities.
- Serve as a culture ambassador in a highly collaborative, relationship-driven office environment.
Travel & Special Projects
- Travel to company properties in Northern California and occasional destinations such as Monterey, Carmel, Livermore, or Oregon for meetings, inspections, and project-related activities.
- Support staging, presentation, and preparation of newly completed residential or commercial properties.
- Manage special assignments requiring problem-solving and flexibility.
Qualifications
- 10+ years of executive assistant or senior administrative experience supporting C-suite executives.
- Experience in construction, real estate development, architecture, or asset management strongly preferred.
- Proven ability to manage sensitive and confidential information at all times.
- Exceptional organizational skills with the ability to prioritize competing demands.
- Strong proficiency with Google Workspace and Microsoft Office.
- Ability to work onsite daily (no hybrid option) with occasional evening/weekend availability.
- Comfortable traveling regionally for executive or project-related needs.
- Professional maturity, strong judgment, and the ability to support a direct, fast-moving CEO.
Work Hours
Monday to Friday, with availability as needed for evenings and weekends.
Benefits
The role offers competitive compensation, with a salary range of $140,000 to $150,000 annually, depending on experience and qualifications.
Ideal Fit
- Highly proactive, detail-oriented, and calm under pressure.
- Able to "wear multiple hats" and switch between executive, operational, and personal support seamlessly.
- Strong communicator who can represent the CEO with professionalism and discretion.
- Thrives in a relationship-driven, team-oriented, "work hard, play hard" culture.
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.