Executive Assistant_26-00803

LeadStack Inc. is an award-winning, one of the nation’s fastest-growing, certified minority-owned (MBE) staffing services provider of contingent workforce. As a recognized industry leader in contingent workforce solutions and Certified as a Great Place to Work, we’re proud to partner with some of the most admired Fortune 500 brands in the world.

Job title: Executive Assistant

Location: Rosemead, CA, 91770 - Hybrid (Onsite Monday & Tuesday)

Duration: 4 Months Contract with possible extension

Pay Range: $25.00 - $28.21/hr on W2

Shift: M-F 7:30-4:30

Day-to-Day Responsibilities/Workload

Provided comprehensive administrative support to senior managers, department leaders, and cross-functional teams, ensuring smooth execution of daily business operations.

Managed complex calendars, meetings, appointments, and schedules, coordinating internal and external stakeholders across multiple time zones.

Coordinated meetings, prepared agendas, distributed meeting materials, documented minutes, and tracked action items and follow-ups.

Managed incoming and outgoing communications, including emails, correspondence, phone calls, and requests from internal and external stakeholders.

Prepared, formatted, and maintained reports, presentations, spreadsheets, memos, business documents, and correspondence using Microsoft Office and Google Workspace.

Maintained accurate electronic and physical filing systems, ensuring documents were properly organized, accessible, and maintained in accordance with company policies.

Assisted with data entry, document management, record maintenance, and database updates, ensuring accuracy and completeness of administrative information.

Coordinated travel arrangements, including flights, hotels, ground transportation, itineraries, and expense documentation for employees and leadership.

Prepared and processed expense reports, invoices, purchase requests, and administrative documentation, coordinating with Finance and Procurement teams as needed.

Supported onboarding and offboarding activities by coordinating schedules, preparing documentation, arranging equipment, and ensuring completion of required administrative processes.

Coordinated department events, team meetings, training sessions, workshops, and employee engagement activities, including logistics and attendee management.

Maintained departmental calendars, distribution lists, contact databases, organizational charts, and other administrative records.

Assisted with purchase order management, vendor coordination, invoice tracking, and follow-up on outstanding administrative requests.

Served as a central point of contact between internal departments, vendors, clients, and external partners to facilitate timely communication and issue resolution.

Monitored deadlines, deliverables, and pending requests, proactively following up with stakeholders to ensure timely completion.

Created and maintained Excel trackers, dashboards, status reports, and administrative logs to monitor team activities, expenses, schedules, and operational requirements.

Supported the preparation of leadership presentations and business reviews by collecting information, consolidating data, and formatting presentation materials.

Organized confidential files and sensitive business information while maintaining appropriate levels of discretion and data privacy.

Assisted with office administration, including supplies management, facility coordination, equipment requests, seating arrangements, and vendor services.

Coordinated conference rooms, virtual meeting links, catering, visitor access, and other logistics for meetings and company events.

Identified opportunities to improve administrative processes, standardize documentation, and increase efficiency across day-to-day operations.

Provided backup administrative support to other teams during high-volume periods and assisted with special projects as assigned.

Maintained a high level of professionalism while managing multiple priorities in a fast-paced, deadline-driven environment.

Education Requirement

High School Diploma or Equivalent

Required Skills/Attributes

Microsoft Outlook, Teams, Experience with planning large meetings/events

3-5 Years experience

Desired Skills/Attributes

Microsoft Excel, PowerPoint, Experience with Concur