Position Overview

Ultimate Staffing is actively seeking a highly strategic and proactive Chief of Staff to support a CEO within a fast-paced, growth-oriented organization located in California. This unique role offers an opportunity to act as a true business partner to the CEO, focusing on high-level executive partnership, operational coordination, and strategic project execution.

This postion is 100% on-site - No Hybrid or Remote options.

Candidates need to live within a fair commute radius to San Jose, CA.

Responsibilities

Executive Partnership

• Manage complex calendar and inbox with a focus on prioritization and business impact
• Prepare meeting briefs, agendas, and follow-up action tracking
• Coordinate domestic and international travel
• Serve as a key liaison across internal and external stakeholders
• Handle confidential matters with discretion

Operations & Business Support

• Track and drive progress on initiatives across multiple departments
• Build executive dashboards, reports, and status updates
• Improve workflows and operational efficiency
• Support leadership alignment and cross-functional collaboration

Strategic & Project Support

• Assist with CEO-led initiatives and special projects
• Support planning, execution, and accountability across teams
• Contribute to process improvements and implementation of tools/systems
• Help scale operations and reporting infrastructure

Qualifications

• 10+ years of experience in:
  • Executive support, business operations, project management, or similar
• Experience supporting senior executives or founders in fast-paced environments
• Strong organizational, communication, and analytical skills
• Advanced proficiency in Microsoft Office and/or Google Workspace
• High level of discretion and professionalism

Preferred Experience

• Construction, real estate development, or operations-heavy environments
• Experience with executive reporting and dashboards
• Exposure to strategic initiatives or cross-functional program management
• Familiarity with process improvement or workflow tools

Required Work Hours

Monday to Friday, 1st shift

Benefits

As a supervisory position, the role offers competitive benefits and a dynamic work environment.

Additional Details

Max Pay: $200,000
Min Pay: $150,000

This role is not a traditional Executive Assistant position. The ideal candidate is proactive, highly organized, and comfortable working in fast-moving environments. They should be a strong communicator with an executive presence, interested in growing into a strategic leadership 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.