Executive Assistant

Job Description


Executive Assistant Position Overview

Ultimate Staffing Services is actively seeking an experienced Executive Assistant to provide high-level administrative support to a Department Chief and Management Support staff for large public utility company in San Diego. This role is crucial for managing complex and confidential responsibilities while serving as the primary point of contact for the department. The Executive Assistant will handle communications, direct inquiries, and assess the urgency and importance of issues to determine the appropriate action. Past experience working for a public utility is helpful.

6-7 month Temporary role

Monday-Friday 8:00am-5:00pm

Pay: $40.05-$50.06 DOE

Onsite role

Responsibilities

The Executive Assistant plays a key role in coordinating and facilitating the department's administrative and secretarial functions, ensuring efficient and seamless operations. Responsibilities include:

• Providing administrative support and serving as a liaison across departments and with outside organizations.
• Maintaining files and assisting with transcription and documentation.
• Conducting research, managing data entry across multiple systems, and preparing reports for internal stakeholders and regulatory agencies.
• Drafting, typing, updating, and proofreading a wide variety of correspondence and documents, ensuring high standards for accuracy and adherence to organizational policies.
• Managing complex calendars, coordinating schedules, and organizing meetings and events, including arranging travel and logistics.
• Overseeing record management systems and ensuring proper handling of confidential information.
• Providing information and guidance regarding organizational policies and procedures to staff, the public, and external agencies.
• Identifying opportunities for process improvement and contributing to enhancing operational efficiency.
• Handling general administrative tasks such as managing communications, maintaining office supplies, and coordinating equipment maintenance.

This position requires advanced knowledge of office procedures, organizational practices, and administrative methods, along with strong proficiency in business writing, report preparation, and computer applications. A solid understanding of English grammar, spelling, punctuation, filing systems, record-keeping, and basic mathematical principles is essential.

Requirements

• Must be computer proficient in MS Office and other software platforms
• Knowledgeable with MS Teams & Zoom
• 5+ years Executive Administrative experience
• Ability to perform complex administrative work independently and manage competing priorities.
• Strong time management, attention to detail, and proofreading skills.
• Excellent judgment and ability to maintain a high level of professionalism and confidentiality.

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.


Job Reference: JN -052026-422405