Position Overview

Ultimate Staffing Services is actively seeking a dedicated and organized Executive Assistant to join their client's team in Pasadena, California. This temporary role offers an opportunity to provide crucial onsite support to two senior executives within a nonprofit organization during a period of high activity. This fast-paced, open-ended temporary assignment is ideal for an experienced administrative professional with prior nonprofit experience who can manage competing priorities with confidence, professionalism, and discretion.

Key Responsibilities

• Provide comprehensive onsite administrative support to two senior executives.
• Manage complex, frequently changing calendars and scheduling needs.
• Serve as the primary point of contact for executive phone lines, including call screening, message management, and follow-up.
• Coordinate logistics for internal and external meetings, both in-person and virtual.
• Attend meetings as needed and prepare accurate meeting notes, summaries, and action items.
• Maintain confidentiality when handling sensitive information and communications.
• Anticipate executive needs in a high-volume, deadline-driven environment.
• Support special projects and shifting priorities as required.

Required Qualifications

• Previous experience as an Executive Assistant or Senior Administrative Assistant.
• Demonstrated ability to support multiple executives simultaneously.
• Strong calendar management, organization, and time-management skills.
• Excellent written and verbal communication abilities.
• High level of professionalism, discretion, and attention to detail.
• Ability to adapt quickly and perform effectively in a fast-paced onsite environment.
• Proficiency with common office and collaboration tools (Outlook, Microsoft Office or Google Workspace, Zoom).

Preferred Qualifications

• Experience supporting executive leadership within a mission-driven organization.
• Comfortable working independently while collaborating across teams.
• Solution-oriented mindset with the ability to anticipate needs.
• Prior nonprofit experience.

Additional Information

Location: Pasadena, CA (Onsite)

Type: Temporary / Contract

Schedule: Full-time, 9am-5:30pm, Monday - Friday

Reports To: Executive Leadership

Pay: $25-$28/hr

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.