Client Job Description

Ultimate Staffing is seeking an Executive Administrator for our client in the Bay Area, CA. This is a 100% onsite role, temp to perm with a starting pay of $45-$77 an hour based on experience. Please review the job description below before applying. Candidates without the requirements listed on their resumes will not be considered.

A high-growth, mission-driven organization in the Bay Area is seeking a skilled Executive and Office Administration Assistant to lead and support a global administrative function. This role provides hands-on support to Senior Executives while also overseeing Office Management and operations at the Client Headquarters. If you're highly organized, collaborative, and thrive in fast-paced environments, this role is for you!

About the Role

As the Executive and Office Administration Assistant, you will:

• Support key C-level executives with calendar management, travel logistics, expense reports, and presentation preparation.
• Collaborate with a small but dedicated team of Executive Assistants and Office Managers.
• Ensure smooth day-to-day operations at our Santa Clara HQ and foster a welcoming, professional environment.
• Plan and coordinate company-wide events, department offsites, and onsite meetings.
• Manage budgets, vendor contracts, and compliance across administrative functions.

Key Responsibilities

Executive Support

• Manage complex calendars, travel arrangements, and logistics for high-level executives.
• Prepare executive materials including reports, presentations, and briefings.
• Handle sensitive data and confidential communications with professionalism.

Office Operations

• Oversee daily office logistics and identify opportunities to improve workplace operations.
• Lead planning and execution for in-person and hybrid events.
• Maintain vendor relationships and negotiate service agreements.
• Manage office budgets and ensure workplace compliance and safety protocols.

Team Collaboration

• Partner with other office staff and executive assistants to uphold operational excellence.
• Mentor and provide leadership to the administrative support team.
• Respond quickly to workplace needs, visitor requests, or unforeseen challenges.

Skill Requirements

• 5+ years of executive-level support experience, including calendar, travel, and event coordination.
• 5+ years in office management, ideally within startup or high-growth environments.
• Proven ability to lead and mentor a team of administrative professionals.
• Mastery in Google Workspace (especially Calendar and Docs) and Microsoft Office.
• Excellent written and verbal communication skills.
• Unmatched organization and attention to detail.
• Discretion, adaptability, and composure under pressure.
• Service-minded team player who embraces problem-solving at all levels.

If you're passionate about supporting inspiring leaders and shaping efficient, welcoming workplaces, we'd love to hear from you. Apply now and become an integral part of a team that's changing the way organizations support talent and growth.

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. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.