Executive Administrative Assistant

Ultimate Staffing has an immediate opening for a professional Administrative Assistant/Office Manager for our client located in Birmingham, MI. The position requires professionalism, polish, and 3-7 years of experience supporting C-suite executives, preferably in a professional services/finance/legal-oriented business.

The Administrative Assistant will support operational, administrative, and executive functions, in addition to serving as the office receptionist. This role requires exceptional organizational skills, a professional demeanor, and the ability to handle a wide variety of responsibilities in a fast-paced environment. This is a highly visible role that combines traditional receptionist duties with broader administrative responsibilities, including document management, travel and event coordination, and executive support.

Key Responsibilities:

Your responsibilities will include, but are not limited to:

Reception & Office Management

• Serve as the first point of contact for guests, ensuring a professional and welcoming environment.
• Answer and route all incoming phone calls in a timely and professional manner.
• Handle all mail and delivery courier services.
• Maintain a clean and organized front office and shared spaces.
• Order and maintain inventory of office supplies, beverages, and snacks.
• Support facilities management tasks.

Document & Fund Action Management

• Download, organize, and manage financial reports, transaction materials, and annual meeting documents from investment fund portals.
• Track and coordinate proxy votes, fund amendments, and other fund-related action items to ensure timely execution by relevant team members.

Travel & Calendar Support

• Coordinate travel logistics for employees and executives, including flights, lodging, and conference and annual meeting registrations.
• Manage executive calendar activities and meeting scheduling.

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.