Executive Assistant

Position Overview

Ultimate Staffing Services is actively seeking a highly organized and professional Executive Assistant to join a prestigious investment advisory firm on an 8-month contract basis. Located in Raleigh, North Carolina, this role requires a proactive individual who can manage executive-level administrative tasks and support investment professionals. The position offers a competitive pay range of $40.00 to $45.00 per hour, with a schedule of 9:00 AM to 5:30 PM, Monday through Friday. This is a DIRECT HIRE role for an 8-month contract.

Responsibilities

• Support a team of 7-8 investment professionals within the Raleigh, New York and London teams with executive-level calendar management, travel coordination, administrative support, CRM updates, expense processing, event coordination, and office operations.
• Responsible for complex and changeable diary management; arranging internal/external meetings, video conferences, and calls.
• Booking of internal meeting rooms and/or suitable external venues as required.
• Prepare travel itineraries for team members, including the booking of flights, accommodation, taxis, trains, and other reservations.
• Prepare and submit all required documentation for expense reimbursement in alignment with company travel and expenses policies.
• Provide general administrative support, including phone coverage, message management, post distribution, stocking of office supplies, booking of couriers, printing, binding, and scanning.
• Responsible for meeting room setup and greeting guests for those supported.
• Assist with the preparation, review, and/or assembly of documents using Microsoft Word, PowerPoint, and/or Excel.
• Management of the CRM system, updating, categorizing contacts, and running reports when necessary.
• Able to take on project management tasks, ensuring efficient communication and ability to make decisions to meet timetables and objectives.
• Provide support to cover other Executive Assistants as required.
• Regular communication and interaction with the UK EA team for cohesive scheduling.
• Light office management responsibilities as required, ensuring all office supplies are regularly checked and replenished.
• Act as a point of contact for external contractors, suppliers, and building management relationships to ensure smooth day-to-day running of the office.

Qualifications

• Minimum Bachelor's degree.
• Experience supporting senior staff within a large corporate environment.
• Strong attention to detail, ability to work independently, and proven track record at managing several workflows at once.
• A flexible and adaptable, hands-on attitude with excellent organizational skills.
• Ability to develop strong relationships and demonstrate motivation, drive, and ownership of work.
• Resourceful with a solutions-oriented mindset and ability to find practical solutions to obstacles.
• Demonstrates intellectual curiosity, with a fascination for business models and different subsectors.
• Excellent presentation and interpersonal skills.
• Knowledge of health and safety legislation within a busy office environment.
• Experience advising on DSE & Risk assessments.
• Proficiency in MS Office packages, including Outlook, Word, Excel, and electronic calendars.
• Experience and competence with CRM & Expenses systems using Concur.
• Familiarity and skill in cross-cultural working; experience in the Financial Services industry is a plus.

Work Hours

Monday to Friday, 9:00 AM - 5:30 PM

Benefits

The role offers a competitive hourly pay of $40.00 to $45.00, with an engaging work environment and opportunities to develop professionally within the company.

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, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.