Position Overview

Ultimate Staffing Services is actively seeking a highly skilled and experienced individual to provide high-level administrative, operational, logistical, and personal support to the Senior Leader. This role requires a high amount of flexibility and adaptability along with exceptional organization skills.

The ideal candidate is a polished communicator who can maintain confidentiality, adapt to changing priorities quickly, and follows through on commitments consistently.

Schedule: Onsite Monday-Thursday, half day Sundays. Average of 30 hours a week expected

Pay: $35-$38/hour

Key Responsibilities

• Manage the Executive's calendar, appointments, meetings, and commitments.
• Prepare concise daily and weekly briefings outlining priorities, meetings, obligations, and logistical details.
• Serve as an administrative gatekeeper, appropriately managing requests and protecting the Executive's time.
• Anticipate scheduling conflicts and proactively identify solutions.
• Research, coordinate, and book commercial and private air travel, hotels, ground transportation, catering, and related arrangements.
• Prepare and maintain detailed travel itineraries.
• Coordinate logistics before, during, and after travel.
• Ensure itineraries and travel details are verified in advance.
• Coordinate personal appointments and lifestyle-related logistics.
• Manage recurring needs such as meal planning, grocery restocking, dry cleaning, deliveries, and other household or personal errands.
• Maintain awareness of preferences and routines to anticipate needs rather than simply respond to requests.
• Coordinate hair, makeup, styling, social media taping, and other scheduled appointments.
• Communicate with vendors and service providers.
• Track invoices, retainers, receipts, and company credit-card expenses.
• Ensure vendors and appointments are properly scheduled and confirmed.
• Provide on-site support during events.
• Coordinate greenroom hospitality and VIP access.
• Assist with behind-the-scenes logistics.
• Provide support and coverage for the reception desk
• Other duties as assigned

Required Qualifications & Attributes

• Demonstrated experience supporting an executive, entrepreneur, or other high-level leader.
• Strong ability to shift with changing priorities
• Ability to manage multiple priorities with minimal supervision.
• Strong attention to detail and excellent follow-through.
• Ability to remain calm and effective under pressure.
• Professional demeanor and interpersonal awareness.
• Comfortable handling confidential information and sensitive situations.
• Strong technology, scheduling, and administrative skills.

Provided Equipment

• Company-issued smartphone
• Company-issued laptop
• Executive access credentials/cards
• Company credit card, as authorized

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.