Executive Assistant - Rockville MD

Ultimate Staffing Services; Rockville (MD); On-site; USD 90,000 - 110,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Retirement plan options

Direct hire opportunity

Job summary

Ultimate Staffing Services is seeking an Executive Assistant to provide strategic admin support to a senior executive in a fast-paced professional services setting.

You will manage calendars, emails, and technology-driven initiatives while maintaining discretion and delivering exceptional client service to high-net-worth clients and stakeholders.

Qualifications

• 3+ years of Executive Assistant or related experience.
• Advanced proficiency with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
• Strong technical aptitude and interest in using tech to improve processes.
• Exceptional organizational skills with competing priorities.
• Excellent written and verbal communication.
• Ability to handle highly confidential information with discretion.
• Professional presence with strong client-service mindset.

Responsibilities

• Manage a senior executive's complex calendar, priorities, and daily workflow.
• Monitor and respond to emails; draft correspondence for leadership.
• Support tech initiatives, AI-driven processes, and policy administration.
• Coordinate with external technology partners on software needs.
• Maintain forecasting schedules, reporting timelines, and tracking tools.
• Facilitate document workflows, filing, and digital signatures.
• Serve as primary contact for clients and external stakeholders.
• Schedule meetings, prepare materials, and track action items.
• Organize confidential client records, contracts, and documents.
• Create, edit, and format professional documents and reports.
• Manage project tracking and monitor deadlines across workstreams.
• Assist with invoicing, billing support, and basic bookkeeping as needed.
• Coordinate with attorneys, financial institutions, consultants, and partners.
• Support special projects and firm-wide initiatives.

Skills

Executive support

Calendar management

Discretion

Client service mindset

Written and verbal communication

Project and process thinking

Tools

Microsoft Office Suite

Outlook

Excel

PowerPoint

Job description

Salary: USD90000 - USD110000 per year

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

Compensation: $90,000 - $110,000 annually, based on experience

Employment Type: Full-Time, Direct Hire

About the Opportunity

We are seeking a highly organized, tech-savvy Executive Assistant to provide strategic administrative support to a senior executive while helping drive operational efficiency across a professional services organization. This is an excellent opportunity for a proactive professional who enjoys managing multiple priorities, improving processes, leveraging technology, and serving as a trusted partner in a fast-paced environment.

The ideal candidate is detail-oriented, resourceful, highly discreet, and comfortable interacting with high-net-worth individuals, business owners, and other professional stakeholders.

Key Responsibilities

• Manage a senior executive's complex calendar, priorities, action items, and daily workflow.
• Monitor and manage email communications, including drafting responses and handling correspondence on behalf of leadership.
• Support the implementation of technology and AI-driven initiatives, including process improvements and policy administration.
• Coordinate with external technology partners on software management, licensing, and ongoing support needs.
• Maintain forecasting schedules, reporting timelines, and operational tracking tools.
• Facilitate document workflows, electronic filing processes, digital signatures, incoming correspondence, and document routing.
• Serve as a primary point of contact for clients and external stakeholders, delivering exceptional service and professionalism.
• Schedule meetings, prepare materials, track action items, and ensure timely follow-up.
• Organize and maintain confidential client records, contracts, and business documentation.
• Create, edit, and format professional documents, presentations, reports, and spreadsheets.
• Manage project tracking tools and monitor critical deadlines across multiple workstreams.
• Assist with invoicing, billing support, and basic bookkeeping functions as needed.
• Coordinate with attorneys, financial institutions, consultants, and other external partners.
• Support special projects, research activities, and firm-wide initiatives.

Qualifications

Required

• 3+ years of Executive Assistant, Senior Administrative Assistant, or related experience.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint.
• Strong technical aptitude and interest in leveraging technology to improve business processes.
• Exceptional organizational skills with the ability to manage competing priorities and deadlines.
• Excellent written and verbal communication skills.
• Ability to handle highly confidential and sensitive information with discretion.
• Professional presence and client-service mindset.

Preferred

• Experience supporting executives in public accounting, legal, financial services, wealth management, consulting, or other professional services environments.
• Familiarity with project management platforms and workflow tracking systems.
• Experience with QuickBooks, CRM platforms, document management systems, or financial software.
• Notary Public certification or willingness to obtain.
• Competitive base salary of $90,000 - $110,000
• Health insurance benefits
• Paid time off
• Retirement plan options
• Direct hire opportunity with long-term growth potential
• Stable, collaborative, and professional office environment

Ideal Candidate

You are a polished, proactive professional who thrives in a high-accountability environment. You enjoy being the right hand to an executive, are comfortable embracing technology and AI tools, and take pride in keeping operations running smoothly while delivering an exceptional level of support and service.