Executive Assistant 1

Executive Assistant

LeadStack Inc. is an award-winning, one of the nation's fastest-growing, certified minority-owned (MBE) staffing services provider of contingent workforce. As a recognized industry leader in contingent workforce solutions and Certified as a Great Place to Work, we're proud to partner with some of the most admired Fortune 500 brands in the world.

Location: Rosemead, CA, 91770 - Hybrid (Onsite Monday & Tuesday)

Duration: 4 Months Contract with possible extension

Pay Range: $25.00 - $28.21/hr on W2

Shift: M-F 7:30-4:30

Day-to-Day Responsibilities/Workload

• Provided comprehensive administrative support to senior managers, department leaders, and cross-functional teams, ensuring smooth execution of daily business operations.
• Managed complex calendars, meetings, appointments, and schedules, coordinating internal and external stakeholders across multiple time zones.
• Coordinated meetings, prepared agendas, distributed meeting materials, documented minutes, and tracked action items and follow-ups.
• Managed incoming and outgoing communications, including emails, correspondence, phone calls, and requests from internal and external stakeholders.
• Prepared, formatted, and maintained reports, presentations, spreadsheets, memos, business documents, and correspondence using Microsoft Office and Google Workspace.
• Maintained accurate electronic and physical filing systems, ensuring documents were properly organized, accessible, and maintained in accordance with company policies.
• Assisted with data entry, document management, record maintenance, and database updates, ensuring accuracy and completeness of administrative information.
• Coordinated travel arrangements, including flights, hotels, ground transportation, itineraries, and expense documentation for employees and leadership.
• Prepared and processed expense reports, invoices, purchase requests, and administrative documentation, coordinating with Finance and Procurement teams as needed.
• Supported onboarding and offboarding activities by coordinating schedules, preparing documentation, arranging equipment, and ensuring completion of required administrative processes.
• Coordinated department events, team meetings, training sessions, workshops, and employee engagement activities, including logistics and attendee management.
• Maintained departmental calendars, distribution lists, contact databases, organizational charts, and other administrative records.
• Assisted with purchase order management, vendor coordination, invoice tracking, and follow-up on outstanding administrative requests.
• Served as a central point of contact between internal departments, vendors, clients, and external partners to facilitate timely communication and issue resolution.
• Monitored deadlines, deliverables, and pending requests, proactively following up with stakeholders to ensure timely completion.
• Created and maintained Excel trackers, dashboards, status reports, and administrative logs to monitor team activities, expenses, schedules, and operational requirements.
• Supported the preparation of leadership presentations and business reviews by collecting information, consolidating data, and formatting presentation materials.
• Organized confidential files and sensitive business information while maintaining appropriate levels of discretion and data privacy.
• Assisted with office administration, including supplies management, facility coordination, equipment requests, seating arrangements, and vendor services.
• Coordinated conference rooms, virtual meeting links, catering, visitor access, and other logistics for meetings and company events.
• Identified opportunities to improve administrative processes, standardize documentation, and increase efficiency across day-to-day operations.
• Provided backup administrative support to other teams during high-volume periods and assisted with special projects as assigned.
• Maintained a high level of professionalism while managing multiple priorities in a fast-paced, deadline-driven environment.

Education Requirement

• High School Diploma or Equivalent

Required Skills/Attributes

• Microsoft Outlook, Teams, Experience with planning large meetings/events
• 3-5 Years experience

Desired Skills/Attributes

• Microsoft Excel, PowerPoint, Experience with Concur