Position Overview
Ultimate Staffing is actively seeking an experienced Executive Assistant to support a leading real estate investment trust in California. This role is perfect for someone who thrives in a dynamic environment and enjoys working closely with top executives and their teams. The position requires working onsite five days a week and involves a diverse range of administrative tasks to ensure seamless operations within the organization.
Responsibilities
- Provide administrative and project support, including scheduling and preparing for meetings, and taking minutes when required.
- Draft, proofread, and edit documents, presentations, articles, and email correspondence as requested.
- Create expert-level PowerPoint presentations as needed.
- Prioritize and handle internal and external correspondence.
- Prepare and follow-up on expense reports in Concur and timesheets in ADP.
- Manage and maintain daily and longer-term calendars.
- Coordinate all travel arrangements, including scheduling special events or activities.
- Interact with vendors regarding submission of paperwork and payments.
- Prepare and track contracts, change orders, purchase orders, Certificates of Insurance, check requests, and process invoices in Nexus.
- Maintain project files and coordinate departmental work with other corporate departments as required.
- Screen incoming calls and direct calls as necessary.
- Assist other administrative support team members as needed.
- Perform other duties as assigned.
Qualifications
- 5+ years of experience providing support at the Executive level or above and related teams.
- Bachelor's degree preferred or related experience.
- Intermediate to advanced skill level in the Microsoft Office Suite; high proficiency in PowerPoint required.
- Outstanding interpersonal, written, and verbal communication skills.
- Proven ability to work in a fast-paced environment handling multiple tasks at any given time.
- Excellent follow-up and follow-through skills with the ability to effectively prioritize, manage time, and meet deadlines.
- Ability to coordinate and prioritize multiple projects, consistently applying good judgment and making responsible decisions.
- Ability to maintain the highest degree of confidentiality regarding all aspects of work.
- Highly professional and detail-oriented with successful problem-solving and creative thinking experience.
- Proactive in solving problems and open to taking on more responsibility.
- Ability to work flexible and long hours as needed.
- Notary Public is a plus.
Required Work Hours
Monday to Friday, 8:00 AM to 5:00 PM.
Benefits
This role offers a competitive salary range of $45 to $50 per hour, along with a comprehensive benefits package.
Additional Details
Located in California, this position offers the opportunity to be part of a dynamic team within a leading real estate investment trust.
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. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.
