Executive Assistant

Ultimate Staffing Services; Raleigh (NC); On-site; USD 83,000 - 93,000; Full time

Job summary

Ultimate Staffing Services is seeking an experienced Executive Assistant to support a team of investment professionals in Raleigh, NC. The role covers diary management, travel coordination, CRM upkeep, expense processing, and general office operations in a fast-paced corporate environment.

This 8-month contract is a DIRECT HIRE arrangement with a competitive pay range. The successful candidate will collaborate with teams in Raleigh, New York, and London, ensuring smooth day-to-day activity and

Qualifications

• Experience supporting senior staff in a large corporate environment.
• Strong attention to detail and ability to handle multiple workflows.
• Flexible, adaptable, and highly organized with proactive ownership.
• Ability to build relationships and manage communications across teams.
• Resourceful with problem-solving mindset and practical obstacle resolution.
• Interest in business models and cross-subsector awareness.
• Excellent presentation and interpersonal skills.

Responsibilities

• Support a team of investment professionals with executive diary management and calendar coordination.
• Arrange internal/external meetings, video conferences, and calls with precision.
• Book internal/external venues and coordinate travel itineraries for team members.
• Prepare expense reimbursements and maintain compliance with policies.
• Provide general administrative support including phones, mail, and supplies.
• Manage the CRM system, update contacts, run reports, and maintain data quality.
• Assist with document preparation in Word, PowerPoint, and Excel.
• Share coverage for other Executive Assistants as needed.
• Coordinate with UK EA team to ensure cohesive scheduling.
• Handle light office management and liaise with contractors and building management.

Skills

Executive support

Calendar management

Travel coordination

CRM updates

Expense processing

Office operations

MS Office

Vendor liaison

Cross-cultural collaboration

Meeting coordination

Tools

Concur

CRM systems

MS Office Suite

Job description

Salary: USD83000 - USD93000 per year

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

• 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

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.