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Personal Assistant / Executive Assistant
Job
Ultra Ceiling Inc.
North Highlands, CA (In Person)
$62,112 Salary, Full-Time
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Job Description
We are seeking a highly organized, proactive, and resourceful Personal Assistant / Executive Assistant to provide direct support to company leadership. This role is ideal for someone who enjoys solving problems, staying organized, managing multiple priorities, and helping executives operate at their highest level. The successful candidate will serve as a trusted right hand to leadership, assisting with business operations, administrative functions, project coordination, scheduling, communications, and various personal and professional tasks. No two days will be the same, and the ideal candidate thrives in a fast-paced environment where adaptability and initiative are valued. Key ResponsibilitiesExecutive Support Manage complex calendars, appointments, meetings, and deadlines. Coordinate travel arrangements, accommodations, transportation, and detailed itineraries. Screen and prioritize emails, phone calls, and correspondence. Prepare reports, presentations, spreadsheets, and other executive materials. Track action items and ensure timely follow-up on commitments. Administrative & Office Management Maintain organized filing systems, records, and documentation. Manage office supplies, equipment, and general office operations. Assist with data entry, document management, and process improvement initiatives. Support front desk and administrative functions as needed. Project Coordination Assist with planning and execution of special projects. Coordinate meetings, prepare agendas, document meeting notes, and monitor project deadlines. Communicate with vendors, clients, contractors, and internal team members. Conduct research and gather information to support business decisions. Financial & Business Support Assist with bookkeeping, invoicing, expense tracking, and financial recordkeeping using QuickBooks. Process and organize receipts, vendor information, and supporting documentation. Support administrative aspects of contracts and project documentation. Personal Assistance Coordinate personal appointments, errands, reservations, and scheduling as needed. Assist with miscellaneous tasks that help improve executive efficiency and productivity. Qualifications Required 2+ years of experience as a Personal Assistant, Executive Assistant, Administrative Assistant, or similar role. Exceptional organizational and time management skills. Strong written and verbal communication abilities. High level of professionalism and discretion when handling confidential information. Proficiency in Microsoft Office (Word, Excel, Outlook) and Google Workspace. Ability to prioritize competing demands and work independently. Strong attention to detail and follow-through. Preferred Experience supporting business owners, executives, or senior leadership. Experience with QuickBooks. Familiarity with DocuSign and project management software. Construction industry experience is a plus but not required. What We're Looking For The ideal candidate: Takes ownership of tasks and follows through without constant supervision. Anticipates needs before being asked. Is highly dependable, trustworthy, and professional. Enjoys solving problems and finding efficient solutions. Can remain organized and calm under pressure. Is comfortable handling both business and personal responsibilities.