Executive Administrative Assistant

Job Description

Ultimate Staffing has an immediate opening for a professional Administrative Assistant/Office Manager for our client located in Birmingham, MI. The position requires professionalism, polish, and 3-7 years of experience supporting C-suite executives, preferably in a professional services/finance/legal-oriented business.

The Administrative Assistant will support operational, administrative, and executive functions, in addition to serving as the office receptionist. This role requires exceptional organizational skills, a professional demeanor, and the ability to handle a wide variety of responsibilities in a fast-paced environment. This is a highly visible role that combines traditional receptionist duties with broader administrative responsibilities, including document management, travel and event coordination, and executive support.


Key Responsibilities:

Your responsibilities will include, but are not limited to:


Reception & Office Management

• Serve as the first point of contact for guests, ensuring a professional and welcoming environment.
• Answer and route all incoming phone calls in a timely and professional manner.
• Handle all mail and delivery courier services.
• Maintain a clean and organized front office and shared spaces.
• Order and maintain inventory of office supplies, beverages, and snacks.
• Support facilities management tasks.

Document & Fund Action Management

• Download, organize, and manage financial reports, transaction materials, and annual meeting documents from investment fund portals.
• Track and coordinate proxy votes, fund amendments, and other fund-related action items to ensure timely execution by relevant team members.

Travel & Calendar Support

• Coordinate travel logistics for employees and executives, including flights, lodging, and conference and annual meeting registrations.
• Manage executive calendar activities and meeting scheduling.

Event & Meeting Planning

• Organize internal and client meetings, lunches, and firm celebrations.
• Plan and coordinate logistics for firm's annual meetings, including scheduling, travel arrangements, venue coordination, and client registration.
• Assist with preparation of meeting materials and presentation books.

Executive Support

• Assist the CEO with business and occasional personal tasks.
• Support the VP of Operations with business continuity planning and IT related items.
• Pick up lunch for executives and other employees as needed.
• Potentially provide support to members of the senior team.

HR & Employee Support

• Support onboarding procedures for new hires.
• Provide assistance with benefit-related inquiries and employee support tasks.
• Track employee vacation schedules.

Finance & Expense Management

• Monitor and manage day-to-day office expenses and budget-related items.

Qualifications

• Four-year college degree preferred.
• 3+ years of experience in an administrative, receptionist, or office management role preferred.
• Experience in financial services is a plus.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Experience with Cvent is a plus.

Compensation & Benefits

• Target salary of $70-95k, commensurate with experience, annual bonus, and profit sharing (carried interest).
• Comprehensive benefits package, including health insurance, a retirement plan, and paid parking.

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.


Job Reference: JN -072026-426940