Position Overview

Ultimate Staffing is actively seeking a highly professional and proactive Executive Assistant to provide comprehensive support to the CEO in Pleasanton, CA. This is a fully onsite, temp-to-hire opportunity for a detail-oriented professional who thrives in a fast-paced environment and can effectively manage multiple priorities while maintaining confidentiality and professionalism. The ideal candidate will serve as a trusted partner to the CEO, helping to manage daily operations, coordinate schedules, facilitate communication, and ensure the executive team remains organized and efficient.

Key Responsibilities

• Manage and maintain the CEO's complex calendar, including scheduling meetings, appointments, and travel arrangements.
• Coordinate domestic and international travel, including itineraries, accommodations, transportation, and expense reporting.
• Prepare, edit, and proofread correspondence, presentations, reports, and other executive-level communications.
• Serve as a primary point of contact between the CEO and internal/external stakeholders.
• Screen and prioritize incoming calls, emails, and requests to ensure efficient time management.
• Coordinate executive meetings, leadership meetings, board meetings, and special events.
• Prepare meeting agendas, take notes, track action items, and follow up on deliverables.
• Maintain confidential information and exercise discretion in handling sensitive matters.
• Assist with special projects, research, and strategic initiatives as assigned.
• Organize and maintain electronic and physical filing systems.
• Collaborate with cross-functional teams to support company objectives and executive priorities.
• Anticipate the needs of the CEO and proactively identify solutions to improve efficiency and workflow.

Qualifications

• Bachelor's degree preferred or equivalent combination of education and experience.
• 5+ years of experience supporting C-level executives, preferably a CEO, President, or Founder.
• Exceptional organizational, time management, and multitasking abilities.
• Strong verbal and written communication skills.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience coordinating complex calendars and executive travel arrangements.
• Proven ability to maintain strict confidentiality and professionalism.
• Strong attention to detail and ability to work independently with minimal supervision.
• Ability to adapt quickly in a dynamic business environment.

Preferred Qualifications

• Experience supporting executives within a growing or fast-paced organization.
• Project coordination or project management experience.
• Familiarity with CRM systems, expense management platforms, and executive reporting.

What We're Looking For

• Highly polished and professional demeanor.
• Resourceful problem-solver with a proactive mindset.
• Strong sense of urgency and ability to prioritize competing demands.
• Dependable, trustworthy, and committed to excellence.
• Ability to build strong relationships across all levels of an organization.

Benefits of the Opportunity

• Competitive compensation package ($90,000 - $110,000 annually).
• Opportunity to work directly with the CEO and executive leadership team.
• Temp-to-hire position with potential for long-term career growth.
• Collaborative and professional work environment in Pleasanton, CA.

Required Work Hours

Monday - Friday, 8:00 AM - 5:00 PM

Additional Details

• Max Pay: $52 per hour
• Min Pay: $43 per hour
• Around 0% travel time

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, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.