Job Description

Executive Assistant

Location: Medley, FL

Employment Type: Full-Time

Compensation: $25-$28/hr

Schedule: Monday-Friday, 8:00 AM - 5:00 PM (1-hour lunch)

Benefits: Medical, Dental, Vision

About the Company

Ultimate Staffing is proud to partner with one of the nation's top e-commerce organizations, recognized as a leader in the promotional products industry. With a strong commitment to innovation and customer satisfaction, this company continues to set the standard for excellence in its field.

Position Overview

We are seeking a highly organized, resourceful, and proactive Executive Assistant to support multiple senior executives. This role is ideal for someone who thrives in a fast-paced environment, enjoys problem-solving, and takes pride in enabling leadership teams to succeed.

Key Responsibilities

Executive & Calendar Management

• Manage complex calendars across multiple time zones.
• Schedule and prioritize meetings, resolving conflicts proactively.
• Coordinate logistics for internal and external meetings, including room bookings and tech setup.

Meeting Preparation & Follow-Up

• Prepare presentations, agendas, briefing documents, and reports.
• Take detailed meeting notes, document decisions, and track action items.
• Conduct research to support executive decision-making.

Communication & Coordination

• Act as a liaison between executives, internal teams, and external partners.
• Draft, proofread, and manage correspondence and presentations.
• Ensure executives are informed and prepared for daily priorities.

Travel & Expense Management

• Coordinate domestic and international travel arrangements.
• Prepare detailed itineraries and ensure policy compliance.
• Process expense reports and credit card reconciliations accurately and promptly.

Administrative & Operational Support

• Handle sensitive information with discretion and confidentiality.
• Support special projects, events, and executive initiatives.
• Perform other duties as assigned.

Qualifications

Education

• High School Diploma required.

Experience & Skills

• 3+ years of experience as an Executive Assistant or similar role.
• Proven ability to manage multiple priorities and stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Excellent written and verbal communication skills.
• Highly organized, detail-oriented, and adaptable.
• Strong judgment and discretion with confidential information.
• Experience supporting multiple senior-level executives.
• Familiarity with collaboration tools (e.g., Slack, Trello) is a plus.

Desired Skills and Experience

Experience & Skills
3+ years of experience as an Executive Assistant or similar role.
Proven ability to manage multiple priorities and stakeholders.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
Excellent written and verbal communication skills.
Highly organized, detail-oriented, and adaptable.
Strong judgment and discretion with confidential information.
Experience supporting multiple senior-level executives.
Familiarity with collaboration tools (e.g., Slack, Trello) is a plus.

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.

Job Tags

Full time, Work at office, Local area, Monday to Friday,

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