Administrative Assistant III

Ultimate Staffing; California; Hybrid; USD 70,000 - 100,000; Full time

Job summary

Ultimate Staffing in California seeks an organized Investment Group Resource Assistant (IGRA) to support investment professionals with administrative and operational tasks, balancing high-volume requests with coverage duties. The role requires 5+ years of experience, exceptional attention to detail, and comfort using Concur, FactSet, Microsoft tools, and Copilot.

A hybrid arrangement with four in-office days and Friday WFH is offered in CA.

Qualifications

• 5+ years of administrative or operational experience.
• Strong attention to detail with high-quality output.
• Adaptable and capable of learning new tools quickly.
• Ability to manage multiple tasks and shift priorities.
• Service mindset with focus on teamwork and responsiveness.
• Clear, professional communication.
• Excellent organizational and task-management skills.
• Comfort using AI tools and office tech (Concur, FactSet, Microsoft).

Responsibilities

• Process high-volume administrative requests through centralized systems.
• Produce accurate, timely deliverables aligned with processes and service expectations.
• Investigate discrepancies and escalate when needed.
• Provide short-term administrative coverage for investment professionals (calendar, travel, meetings, expenses).
• Adjust to varying support needs across teams and stakeholders.
• Maintain clear communication and provide regular updates.
• Manage multiple priorities and ensure timely completion.
• Leverage technology and AI tools to drive efficiency and quality.

Skills

Administrative experience

Attention to detail

Learning agility

Task management

Service mindset

Communication skills

Organizational skills

Tech fluency

Tools

Concur

FactSet

Microsoft Suite

Copilot

Job description

Experience: 5+ years

Four day in office presence, Friday WFH

About the Role

We are seeking a highly organized and adaptable Investment Group Resource Assistant (IGRA) to join our team. This role provides administrative and operational support through a combination of centralized task execution and temporary coverage-based support for investment professionals.

IGRAs operate in a dynamic environment, balancing high-volume, process-driven work with flexible coverage responsibilities. Success in this role requires the ability to shift seamlessly between priorities, apply sound judgment, and build effective partnerships with stakeholders.

Key Responsibilities

• Process high-volume administrative requests through centralized systems, including expense reporting, research materials, and data updates
• Produce accurate, timely deliverables aligned with established processes and service expectations
• Investigate discrepancies, resolve issues independently where appropriate, and elevate when needed
• Provide short-term administrative coverage for investment professionals, including complex calendar management, travel coordination, meeting support, and expenses
• Adjust quickly to individual preferences and varying support needs across teams
• Maintain clear, concise communication with stakeholders and provide regular updates
• Manage multiple priorities and ensure timely completion of requests
• Leverage technology and AI tools to drive efficiency and quality

What You Bring

• 5+ years of administrative or operational experience
• Strong attention to detail with a consistent track record of high-quality output
• Demonstrated learning agility and adaptability
• Ability to manage multiple tasks and shift priorities quickly
• Strong service mindset with a focus on responsiveness and teamwork
• Clear and professional communication skills
• Strong organizational and task management skills
• Comfort using technology, systems, and AI tools to complete work (familiarity with Concur, FactSet, Microsoft suite and Copilot preferred)

Why Join Us

• Work in a collaborative, team-oriented environment
• Gain exposure to a variety of business functions and workflows
• Be part of a role designed for scale, innovation, and operational excellence

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.