Ultimate Staffing is hiring: Executive Assistant in Costa Mesa

Senior Business Solutions Manager, Team Lead

Contract Executive Assistant role supporting C‑level leaders at a top pharma organization in Irvine, CA. 1‑2 month contract, IN‑OFFICE.

Base pay range

$50.00/hr - $55.00/hr

Responsibilities

• 5+ years of experience in an Executive Assistant role to C‑level
• Excellent proficiency in Microsoft Office Suite
• Heavy calendar management
• Enhance executives' effectiveness by providing management support, screening and routing correspondence and incoming calls, welcoming guests and customers, in person or on the telephone
• Answering or directing inquiries
• Drafting letters and documents
• Planning and scheduling meetings, conferences, teleconferences, and travel (both international and domestic)
• Submitting foreign travel notifications to company clearance holder
• Trip debriefing upon return
• Screening and routing correspondences
• Maintaining and managing C‑level calendars as well as master schedule
• Gathering and analyzing information necessary to produce various reports for the C‑level and teams
• Expense reports: Concur experience
• Developing historical reference by implementing and utilizing filing and retrieval systems
• Recording Board of Directors meeting minutes

Qualifications

• Availability through holidays
• Experience working for a publicly traded company

Seniority level

Mid‑Senior level

Employment type

Full‑time

Job function

Administrative

Locations

Irvine, CA (In‑office)

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.