Executive Assistant

Executive Assistant

Ultimate Staffing's client is seeking a highly professional and articulate Executive Assistant to provide direct support to the CEO and other executives. This individual will serve as the front-line representative for all guests and should deliver first class customer service to all internal and external parties.

Responsibilities:

1. Executive Calendar Management: Proactively manage complex calendars, schedule high-level meetings, and anticipate conflicts to keep the CEO and leadership team operating seamlessly.
2. Meeting & Event Coordination: Prepare detailed agendas, organize materials, and ensure all logistics are handled for internal and external meetings, including donor visits and board sessions.
3. Technology & A/V Support: Serve as the go-to resource for hosting virtual meetings via Zoom, setting up conference rooms with audio/visual equipment, and troubleshooting tech issues to ensure flawless execution.
4. Hospitality & Guest Experience: Deliver a white-glove experience for visitors and donors by creating a welcoming environment, arranging refreshments, and maintaining a polished front-office presence.
5. Travel & Logistics Management: Coordinate complex travel arrangements, including flights, accommodations, and itineraries, while ensuring cost-effectiveness and attention to detail.
6. Expense & Budget Tracking: Process expense reports accurately and on time, maintaining confidentiality and compliance with organizational policies.
7. Cross-Team Collaboration: Partner daily with the remote Executive Assistant to align priorities, share updates, and ensure smooth communication across leadership.
8. Confidential Administrative Support: Handle sensitive information with discretion and professionalism while supporting strategic initiatives and executive priorities.

Qualifications:

• Exceptional communication and interpersonal skills.
• Professional demeanor with strong attention to detail.
• Proficiency in IT tools (Zoom, A/V setup, Microsoft Office Suite).
• Ability to manage multiple priorities in a fast-paced environment.
• Previous experience supporting C-level executives.