Executive Assistant - Gaithersburg MD

Ultimate Staffing Services; Gaithersburg (MD); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

Comprehensive benefits package

Paid time off & holidays

Professional development opportunities

Onsite work environment

Job summary

Ultimate Staffing Services in Gaithersburg, MD is seeking an Executive Assistant to support senior leadership onsite. This 100% onsite role offers a Monday–Friday schedule (8:30 AM–5:30 PM) with Direct Hire or Temp-to-Hire employment options.

The ideal candidate will manage calendars, travel, communications, and documentation with discretion. The successful candidate will have at least 2+ years of EA/administrative experience, strong MS Office skills, and the ability to handle confidential

Qualifications

• 2+ years of Executive Assistant/Administrative Assistant experience.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Strong organizational and project coordination skills with ability to multitask.
• Excellent written and verbal communication skills.
• Ability to maintain strict confidentiality and exercise sound judgment.
• Self-motivated, resourceful, and capable of working independently.

Responsibilities

• Manage executive calendars, scheduling, travel arrangements, and daily priorities.
• Monitor and organize email communications; draft correspondence for leadership.
• Coordinate meetings, prepare agendas and presentation materials, track follow-up items.
• Serve as a professional point of contact for clients, vendors, and partners.
• Assist with workflow management, project tracking, and deadline coordination across departments.
• Prepare, edit, and format business documents, reports, presentations, and spreadsheets.
• Maintain confidential files, contracts, and organizational documentation.

Skills

Executive support

MS Office

Organizational skills

Communication

Confidentiality

Independent work

Tools

CRM systems

Project management software

Document management

QuickBooks

Job description

Executive Assistant - Gaithersburg MD (JN -092026-431799) Gaithersburg, Maryland

Salary: USD65000 - USD75000 per year

Executive Assistant

Location: Gaithersburg, MD (100% Onsite)

Schedule: Monday through Friday, 8:30 AM to 5:30 PM

Employment Type: Direct Hire or Temp-to-Hire

Salary: $65,000 - $75,000 annually

About the Opportunity

A growing professional services firm is seeking a highly organized and technology-driven Executive Assistant to provide comprehensive support to senior leadership and assist with daily business operations. This role is ideal for a proactive professional who excels at managing competing priorities, streamlining processes, and serving as a trusted partner in a fast-paced office environment.

The successful candidate will have strong administrative experience, exceptional attention to detail, and the ability to handle confidential information with professionalism and discretion. This is a fully onsite position offering the opportunity to become an integral part of a collaborative and client-focused team.

Key Responsibilities

• Manage executive calendars, scheduling, travel arrangements, and daily priorities.
• Monitor and organize email communications, draft correspondence, and respond on behalf of leadership when appropriate.
• Coordinate meetings, prepare agendas and presentation materials, and track follow-up action items.
• Serve as a professional point of contact for clients, vendors, and external business partners.
• Assist with workflow management, project tracking, and deadline coordination across multiple departments.
• Prepare, edit, and format business documents, reports, presentations, and spreadsheets.
• Maintain confidential files, records, contracts, and organizational documentation.
• Coordinate with third-party vendors, including IT providers and service partners.
• Support onboarding activities, office administration, and operational initiatives.
• Assist with invoicing, billing support, expense tracking, and other administrative accounting functions.
• Conduct research, gather information, and support special projects as assigned.
• Manage incoming and outgoing correspondence, document routing, and electronic signature processes.
• Provide general administrative support to ensure smooth day-to-day operations.

Required

• 2+ years of Executive Assistant, Administrative Assistant, Office Manager, or similar experience.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Strong organizational and project coordination skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Ability to maintain strict confidentiality and exercise sound judgment.
• Strong attention to detail and commitment to delivering high-quality work.
• Self-motivated, resourceful, and capable of working independently.

Preferred

• Experience supporting executives within professional services, accounting, financial services, consulting, legal, or related industries.
• Familiarity with CRM systems, project management software, and document management platforms.
• Experience with QuickBooks or other accounting software.

What We Offer

• Competitive salary of $65,000 - $75,000
• Direct hire or temp-to-hire opportunities available
• Comprehensive benefits package for eligible employees
• Paid time off and holiday pay
• Professional development and growth opportunities
• Collaborative and team-oriented work environment
• Stable, fully onsite position with long-term career potential

Ideal Candidate

You are a polished, tech-savvy administrative professional who thrives in a fast-paced environment. You enjoy keeping executives organized, finding efficiencies, managing projects, and serving as the go-to resource that keeps an office running smoothly. Your professionalism, adaptability, and strong attention to detail make you an invaluable partner to leadership and clients alike.