Administrative Assistant (SH) - Ultimate Staffing Services

We are looking for an Administrative Assistant to support C-Suite level executives in an established organization.
Fully on-site in Pasadena, CA area.

This position will provide high-level administrative support to executives or senior management within an organization. This position plays a crucial role in ensuring the smooth operation of an executive's office and often handle sensitive and confidential information.

KEY DUTIES AND RESPONSIBILITIES:
-Maintain and organize executive's calendars, schedule meetings, appointments, and travel arrangements.
-Coordinate internal and external meetings, conference calls, and events.
-Screen and prioritize incoming calls, emails, and correspondence.
-Draft, proofread, and edit documents, presentations, and reports on behalf of the executive.
-Arrange travel itineraries, accommodations, and transportation for business trips.
-Prepare travel expense reports and reconcile expenses
-Prepare meeting agendas, take meeting minutes, and distribute follow-up action items.
-Organize and maintain filing systems, databases, and confidential records.
-Act as a liaison between the executive and internal/external stakeholders.
-Handle inquiries and requests on behalf of the executive, providing timely and accurate responses.
-Oversee office supplies, equipment maintenance, and vendor relationships.
-Coordinate office logistics and manage office budgets.
-Handle sensitive and confidential information with professionalism and discretion.
-Support special projects, initiatives, or events as assigned by the executive.
-Conduct research, compile data, and prepare presentations for strategic initiatives.
-Requires strong organizational skills, attention to detail, discretion, and the ability to multitask effectively in a fast-paced environment.

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 City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.