Executive Assistant

Position Overview

Ultimate Staffing is actively seeking an experienced and polished Executive Assistant to support a senior executive leadership team within a fast-paced and innovative organization in the healthcare technology/medical device industry. This position is located in California and requires a highly organized professional who thrives in a dynamic environment, can manage competing priorities, and provides exceptional support to executive leadership. The ideal candidate will bring strong calendaring, travel coordination, meeting planning, and communication skills while maintaining the highest level of professionalism and confidentiality. This is an immediate, temporary opportunity with an anticipated duration of approximately four weeks, with potential for extension.

Key Responsibilities

• Provide high-level administrative support to executive leadership, with primary support dedicated to the CEO.
• Manage complex and frequently changing executive calendars.
• Coordinate internal and external meetings, including executive leadership meetings, board meetings, and special events.
• Arrange conference rooms, meeting logistics, catering, and visitor coordination.
• Coordinate domestic and international travel arrangements, itineraries, and related logistics.
• Prepare and process executive expense reports.
• Monitor and prioritize incoming communications, emails, and requests.
• Serve as a professional point of contact for internal and external stakeholders.
• Coordinate Zoom, Teams, and conference room technology for meetings and presentations.
• Assist with maintaining records, documents, and administrative systems.
• Track action items, deadlines, and follow-up activities for executive leadership.
• Support special projects and departmental initiatives as assigned.
• Maintain strict confidentiality when handling sensitive business information.

Qualifications

• Minimum 4+ years of Executive Assistant experience supporting C-suite leaders.
• Prior experience supporting a CEO and/or senior executive team required.
• Experience working within healthcare, medical device, biotechnology, technology, or other fast-paced corporate environments preferred.
• Exceptional calendar management and scheduling skills.
• Experience coordinating executive travel and expense reporting.
• Strong proficiency with:
  • Microsoft Outlook
  • Microsoft Teams
  • Zoom
  • Microsoft Office Suite
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and shifting deadlines with professionalism and urgency.
• Proven ability to exercise discretion, sound judgment, and confidentiality.
• Comfortable interacting with executives, board members, customers, and other high-level stakeholders.
• Self-directed, resourceful, and proactive problem solver.

Required Work Hours

Monday - Friday, 8:00 AM - 5:00 PM

Benefits

As this is a supervisor position, it offers competitive pay ranging from $75 to $90 per hour.

Additional Details

This role provides an excellent opportunity to work closely with executive leadership in a dynamic industry, contributing to meaningful projects and initiatives.

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, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.