Ultimate Staffing · 3 hours ago
Executive Assistant
Houston, TX
Full-time
Onsite
Senior Level, Lead/Staff
12+ years expUltimate Staffing is seeking a highly experienced Executive Assistant to provide comprehensive executive and personal support to two C-suite leaders. The role requires exceptional organizational skills and the ability to manage both business and personal priorities with professionalism and confidentiality.
EmploymentHuman ResourcesManufacturingStaffing Agency
Hiring Manager
Paige Winckler
Responsibilities
Manage complex calendars for two C‑suite executives, including scheduling, prioritizing, and coordinating meetings and travel
Prepare meeting materials, agendas, briefing documents, and follow‑up action items
Serve as the primary point of contact and gatekeeper for internal and external communications
Coordinate domestic and international travel arrangements, itineraries, and expense reporting
Draft, proofread, and edit correspondence, presentations, and confidential documents
Anticipate executive needs and proactively address issues to ensure smooth operations
Organize executive meetings, board sessions, offsites, and leadership events
Maintain files, records, and confidential documents with discretion
Track deadlines, deliverables, and key initiatives to ensure timely follow‑through
Assist with special projects, research assignments, and executive summaries
Support communication flow across departments and leadership teams
Liaise with senior leadership, clients, external partners, and key stakeholders
Build strong internal relationships to support executive priorities
Represent the executives with professionalism and discretion in all interactions
Manage personal calendars, appointments, and reservations
Coordinate personal travel arrangements, events, and special occasions
Handle personal errands such as gift purchasing, returns, vendor appointments, and reservations
Ensure seamless integration of personal and professional commitments for the executives
Qualification
Required
12+ years of executive assistant experience supporting senior executives; direct C‑suite support strongly preferred
Experience providing personal assistant support to high‑level leaders
Bachelor's degree preferred or equivalent professional experience
Exceptional organizational and multitasking skills with the ability to manage shifting priorities
Strong written and verbal communication skills with the ability to draft professional correspondence
High level of integrity, judgment, and confidentiality
Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools
Strong attention to detail, accuracy, and follow‑through
Ability to work independently, anticipate needs, and solve problems proactively
Professional demeanor with strong interpersonal and relationship‑building abilities
Highly deadline‑driven, reliable, and accountable
Calm under pressure and adaptable to changing priorities
Proactive, resourceful, and solutions‑oriented
Demonstrates discretion, professionalism, and a high degree of confidentiality
Preferred
Bachelor's degree preferred or equivalent professional experience
Company
Ultimate Staffing
Ultimate Staffing specializes in clerical, administrative, customer service, and manufacturing and production positions.
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
Lisa Marez
Partnership Director
Company data provided by crunchbase