Administrative Assistant with Hubspot CRM

Ultimate Staffing; Gaithersburg (MD); On-site; USD 60,000 - 70,000; Full time

Job summary

A staffing agency is seeking a full-time Administrative Assistant in Gaithersburg, MD, to provide executive-level support to leadership. Responsibilities include managing calendars, drafting communications, and maintaining HubSpot databases. Ideal candidates will have a minimum of 5 years of experience and advanced proficiency in Microsoft Office. The role demands strong organizational skills and effective communication with executives and clients, making it a pivotal position in a fast-paced environment.

Qualifications

• Minimum 5 years of experience providing executive-level administrative support.
• Hands-on experience with HubSpot REQUIRED.
• Ability to prioritize tasks independently.

Responsibilities

• Manage calendars and schedule meetings for senior leadership.
• Draft, edit, and send professional communications.
• Maintain and update company databases including HubSpot.

Skills

Advanced proficiency in Microsoft Office Suite

Strong writing and proofreading skills

Exceptional organizational skills

Critical thinking skills

Communication with executives and clients

Tools

HubSpot

Outlook

Teams

Zoom

Job description

Administrative Assistant with HubSpot CRM

Location: Gaithersburg, MD

Schedule: Monday-Friday, 8:00 AM - 5:00 PM

Salary: $60,000 - $70,000 per year

We are seeking a full‑time Administrative Assistant to provide high‑level support to our client's leadership. This is a direct hire role.

What You'll Do

• Manage calendars, schedule meetings, and coordinate virtual and in‑person appointments using tools like Outlook, Teams, and Zoom.
• Draft, edit, and send professional communications on behalf of senior leadership.
• Maintain and update company databases, including HubSpot and Excel spreadsheets.
• Assist with marketing initiatives, promotional activities, and business development projects.
• Oversee office supply inventory and coordinate orders for branded materials, gifts, and other essentials.
• Conduct research on industry trends and client opportunities as needed.
• Take on additional administrative projects to support evolving business needs.

What We're Looking For

• Minimum 5 years of experience providing executive‑level administrative support.
• Advanced proficiency in Microsoft Office Suite (Excel and Word required).
• Strong writing and proofreading skills with impeccable grammar and attention to detail.
• Hands‑on experience with HubSpot REQUIRED.
• Exceptional organizational skills and ability to prioritize tasks independently.
• Comfortable communicating with executives, colleagues, and clients to gather information and solve problems.
• Self‑starter with critical thinking skills and the ability to learn new processes quickly.

Equal Employment Opportunity

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. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

Seniority Level

Entry level

Employment Type

Full‑time

Job Function

Administrative