Executive Assistant

Reports To: President

FLSA Status: Non-Exempt

Department: Ultimate Staffing

Location: City Place, West Palm Beach, FL

Pay:$75,000-$85,000

Summary

The Executive Assistant ("EA") for Ultimate Staffing provides high-level administrative support to the President, including preparing reports, coordinating domestic and international travel, and tracking all stages of contracts and schedules from initial proposals through project completion.

The EA also collaborates with the Executive Assistant to the Chairman and CEO to coordinate schedules, meetings, engagements, and travel, and may occasionally support other senior staff when activities align with the President's agenda.

This role requires a self-motivated professional capable of managing a high-volume workload, adapting to frequent scheduling changes, and maintaining strong communication within the department. The EA must exercise sound judgment in planning, prioritizing, and organizing a diverse workload.

Essential Duties & Responsibilities

• Manage the President's calendar, meetings, appointments, and travel.
• Draft professional correspondence on behalf of the President.
• Assist in preparing presentations and Requests for Proposals (RFPs).
• Partner with Accounting on invoicing and accounts receivable matters.
• Organize complex domestic and international travel, including bookings, reservations, and documentation, and prepare detailed itineraries.
• Sort incoming mail and monitor the company website's general inquiry email inbox.
• Answer telephone calls in a professional manner.
• Build and maintain strong relationships across all levels of the organization and serve as liaison between staff, clients, and the President.
• Prepare and submit expense reports and departmental financial summaries.
• Coordinate client invoicing with Accounting when applicable.
• Assist with the development and tracking of Annual Operating Plans.
• Review and edit contracts and proposals as requested.
• Attend industry trade shows and represent the company at events as required (may involve travel).

Competencies

• Strong Organizational Skills
• Effective Communication & Collaboration
• Accountability
• Self-Motivation
• Problem Solving
• Sound Decision-Making

Requirements

• Proficiency in Microsoft Office applications
• Experience developing PowerPoint presentations
• Basic Adobe skills
• Ability to present information effectively in one-on-one or small group settings

Education & Experience

• Minimum Associate's Degree
• At least 5 years of experience as an Executive Assistant or similar administrative support role

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.