Executive Assistant

Job Description

Position Overview

Ultimate Staffing is seeking an experienced and professional Executive Assistant to provide dedicated support to executive leadership within a fast-paced and innovative healthcare technology organization. This direct-hire opportunity is ideal for a highly organized, resourceful professional who excels at managing competing priorities, supporting senior executives, and maintaining a high level of discretion and professionalism.

The Executive Assistant will serve as a trusted partner to leadership, with primary support dedicated to the CEO, while also assisting key members of the executive team. The ideal candidate possesses exceptional communication skills, strong attention to detail, and the ability to thrive in a dynamic, high-visibility environment.
Key Responsibilities

• Provide high-level administrative support to the CEO and executive leadership team.
• Manage complex and frequently changing executive calendars, schedules, and priorities.
• Coordinate and schedule internal and external meetings, leadership meetings, board meetings, and special events.
• Arrange conference rooms, meeting materials, catering, and visitor logistics.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, and transportation.
• Prepare and process executive expense reports in a timely and accurate manner.
• Monitor, prioritize, and manage incoming communications, requests, and correspondence.
• Serve as a professional liaison between executives, employees, customers, vendors, and external stakeholders.
• Coordinate Zoom, Microsoft Teams, and conference room technology for meetings and presentations.
• Maintain executive records, reports, presentations, and confidential documentation.
• Track action items, deadlines, and follow-up activities to ensure timely completion of objectives.
• Assist with executive projects, strategic initiatives, and special assignments.
• Handle highly confidential and sensitive information with discretion and sound judgment.

Required Qualifications

• 7+ years of Executive Assistant experience supporting C-suite or senior-level executives.
• Prior experience supporting a CEO and/or executive leadership team.
• Demonstrated success managing complex calendars and executive schedules.
• Experience coordinating domestic and international travel arrangements.
• Experience processing executive expenses and reimbursement reports.
• Advanced proficiency with:
  • Microsoft Outlook
  • Microsoft Teams
  • Zoom
  • Microsoft Office Suite (Word, Excel, PowerPoint)

Preferred Qualifications

• Experience within healthcare, medical device, biotechnology, technology, or other fast-paced corporate environments.
• Experience supporting multiple executives within a growing or evolving organization.

Skills & Competencies

• Exceptional organizational and time management skills.
• Excellent written and verbal communication abilities.
• Strong attention to detail and commitment to accuracy.
• Ability to manage multiple priorities in a fast-paced environment.
• Professional demeanor with outstanding interpersonal skills.
• Proven ability to exercise sound judgment and maintain confidentiality.
• Self-motivated, resourceful, and proactive problem solver.
• Comfortable interacting with executives, board members, clients, and key stakeholders.

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.


Job Reference: JN -092026-431144