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Executive Assistant

Date Posted: 7/10/2024

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Job Description

Ultimate Staffing has the opportunity to support a pioneering in the Ultrasound Therapy space in the search of an Executive Assistant to support their CEO. This is a direct hire, onsite role located in Palo Alto, California. This opportunity offers a salary of $134- 175K and a very rewarding bonus plan.

Position Summary:

The Executive Assistant (EA) reports directly to the President & CEO. The EA will provide a full range of administrative support to leverage and maximize the CEO's productivity. The EA is primarily responsible for the organization, prioritization and overall management of the CEO's dynamic meeting and travel schedule. The EA will serve as a liaison between internal and external customers, executive management, and outside organizations. This position will be an integral partner to help the CEO effectively scale the company. This position requires an experienced, confident, intellectually curious, tech-savvy, confidential, and accountable executive administrator who is a strong team player. This EA is comfortable working at a fast pace, in an informal - and at times irreverent - people-oriented environment, with high attention to detail, process, and quality, and is inspired to participate in a medical/scientific company whose mission is to help fill a significant global unmet medical need: high blood pressure

Responsibilities and Duties

  • Communications and Administrative Projects
  • Serve as the administrator for the company - take charge of the corporate calendar of events which include scheduling for performance and salary reviews, mid-year long-term incentive planning, operating planning, etc.
  • Work closely with the CEO on the to-do lists and help execute on priorities.
  • Review and prioritize the CEO's100 emails/day. Flag the most important items for his attention. Respond as appropriate, re-route or file in appropriate folders.
  • Assist with the performance review cycle. Ensure everyone has their performance review forms and submits them in a timely manner.
  • Serve as liaison with the executive team; assist with internal and external communications.
  • Calendar / Meeting Management
  • Proactively schedule and plan all weekly, monthly and management meetings
  • Attend weekly team meetings to keep apprised of projects, priorities and follow up on assigned action items.
  • Make travel and hotel arrangements, register for conferences.
  • Assist in the assembly of appropriate materials to prepare the CEO for the meetings; distribute materials, follow-up on outstanding items, compile briefing documents, etc.
  • Travel Management
  • The EA plans and coordinates all logistical aspects of the CEO's travel arrangements (ground and air transportation services, hotel and restaurant reservations). Prepare a detailed itinerary for trips.
  • Process expense report.


  • Bachelor's degree and minimum 5(+) years of Executive support; with direct CEO support experience
  • Prior experience supporting a senior executive in a fast-growth tech start-up, biotech or medical device environment.

· Prior experience working for a senior executive in a global company with knowledge of scheduling meetings and travel in different time zones.

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 City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.

To apply please email your resume to

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Job Snapshot

  • Employee Type:Full-Time
  • Location:Palo Alto, CA
  • Job Type:Admin - Clerical
  • Experience:None
  • Education:None
  • Date Posted:7/10/2024
  • Contact: Patrick Kenny (408) 580-8770
  • Pay Range: $134,000.00 - $175,000.00 Annually
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Job Reference: JN -072024-371834