Executive Assistant

Executive AssistantAbout the RoleUltimate Staffing is seeking a highly organized and proactive Executive Assistant to support a CEO within a fast-paced non-profit / philanthropy environment. This role plays a critical part in ensuring smooth day-to-day operations, managing complex scheduling needs, and acting as a key partner in supporting executive priorities and external engagement efforts.The ideal candidate is polished, detail-oriented, and thrives in a dynamic environment with frequent interaction across internal teams, philanthropic organizations, and high-level external stakeholders. This individual must be able to anticipate needs, stay ahead of the executive, and operate with a high level of discretion and professionalism.Key ResponsibilitiesExecutive SupportManage a highly complex and dynamic calendar, coordinating meetings, events, and travel across multiple prioritiesSchedule and support internal and external meetings, including high-level engagementsServe as a point of contact for incoming communications, managing emails and calls with professionalism and urgencyEvent & Travel CoordinationPlan and coordinate logistics for meetings, events, and philanthropic engagementsManage detailed domestic and international travel arrangements, including frequent changesRelationship & Communication ManagementAct as a liaison between the CEO and internal teams, donors, and external stakeholdersInteract with high-profile individuals and partners with a polished and professional presenceEnsure clear, timely, and effective communication across all interactionsOperational & Administrative SupportMaintain and manage databases, records, and key documentationPrepare correspondence, reports, and meeting materialsSupport administrative processes and organizational workflowsLight Personal SupportAssist with occasional personal tasks such as coordinating gifts or errandsQualifications5-10+ years of Executive Assistant or senior administrative experienceExperience supporting C-level leadership in a fast-paced environmentStrong calendar management and organizational skillsExcellent written and verbal communication skillsHigh attention to detail and ability to manage multiple prioritiesProven ability to anticipate needs and operate independentlyTechnical SkillsProficiency in Microsoft Office (Outlook, Excel, Word)Experience with Google Workspace (environment transitioning to Microsoft tools)Comfortable working independently without heavy reliance on ITPreferred AttributesExperience working with high-profile stakeholders or donor-facing environmentsStrong executive presence and interpersonal skillsHighly adaptable in a fast-paced, high-touch environmentWork EnvironmentHybrid schedule with approximately 50% onsite presence in Belmont, CAHigh-visibility role supporting a frequently mobile executiveRequires flexibility, responsiveness, and strong communicationRequired Work HoursMonday to FridayBenefitsAdditional Details: Max Pay is $130,000. Min Pay is $110,000.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.