Ultimate Staffing is seeking a highly experienced, polished, and discreet Executive Assistant to provide comprehensive executive and personal support to two C-suite leaders. This role requires exceptional organizational skills, proactive problem-solving, and the ability to manage both business and personal priorities with professionalism and confidentiality. The ideal candidate thrives in a fast-paced environment, anticipates needs, and ensures seamless day-to-day operations.
This role is a temporary-to-hire position located in downtown Houston and requires in-office attendance daily.
Key Responsibilities
Executive Support
- Manage complex calendars for two C-suite executives, including scheduling, prioritizing, and coordinating meetings and travel
- Prepare meeting materials, agendas, briefing documents, and follow-up action items
- Serve as the primary point of contact and gatekeeper for internal and external communications
- Coordinate domestic and international travel arrangements, itineraries, and expense reporting
- Draft, proofread, and edit correspondence, presentations, and confidential documents
- Anticipate executive needs and proactively address issues to ensure smooth operations
Operational & Administrative Support
- Organize executive meetings, board sessions, offsites, and leadership events
- Maintain files, records, and confidential documents with discretion
- Track deadlines, deliverables, and key initiatives to ensure timely follow-through
- Assist with special projects, research assignments, and executive summaries
- Support communication flow across departments and leadership teams
Relationship & Communication Management
- Liaise with senior leadership, clients, external partners, and key stakeholders
- Build strong internal relationships to support executive priorities
- Represent the executives with professionalism and discretion in all interactions
Personal Assistant Responsibilities
- Manage personal calendars, appointments, and reservations
- Coordinate personal travel arrangements, events, and special occasions
- Handle personal errands such as gift purchasing, returns, vendor appointments, and reservations
- Ensure seamless integration of personal and professional commitments for the executives
Qualifications & Requirements
Experience & Education
- 12+ years of executive assistant experience supporting senior executives; direct C-suite support strongly preferred
- Experience providing personal assistant support to high-level leaders
- Bachelor's degree preferred or equivalent professional experience
Skills & Competencies
- Exceptional organizational and multitasking skills with the ability to manage shifting priorities
- Strong written and verbal communication skills with the ability to draft professional correspondence
- High level of integrity, judgment, and confidentiality
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools
- Strong attention to detail, accuracy, and follow-through
- Ability to work independently, anticipate needs, and solve problems proactively
- Professional demeanor with strong interpersonal and relationship-building abilities
Attributes
- Highly deadline-driven, reliable, and accountable
- Calm under pressure and adaptable to changing priorities
- Proactive, resourceful, and solutions-oriented
- Demonstrates discretion, professionalism, and a high degree of confidentiality
If this opportunity aligns with your experience and you possess the qualifications outlined above, we encourage you to apply.
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.