Operations/Strategy Executive Assistant

Position Overview

Ultimate Staffing Services is actively seeking a highly capable Operations/Strategy Executive Assistant to join a distinguished financial planning firm in Raleigh, North Carolina. This role is designed for an experienced professional who can seamlessly integrate into a fast-paced, entrepreneurial environment, offering strategic support to the President. This is not a traditional Executive Assistant role; it extends beyond calendar management to encompass operations, internal projects, process improvement, and executive decision-making support.

Key Responsibilities

Executive & Strategic Support

• Act as a trusted partner to the President, managing complex calendars, priorities, and day-to-day execution.
• Anticipate needs, flag issues early, and ensure follow-through on key decisions and action items.
• Prepare materials, agendas, and summaries for meetings and firm initiatives.

Operations & Project Support

• Support operational and administrative initiatives across the firm, including process improvements and special projects.
• Partner with leadership to help implement and maintain efficient workflows and systems.
• Track projects, deadlines, and deliverables to ensure initiatives stay on course.
• Serve as a key point of coordination across team members and vendors.

Systems & Salesforce Support

• Support the maintenance and organization of data within Salesforce.
• Assist with reporting, tracking, and administrative workflows tied to Salesforce and other internal systems.
• Help ensure consistency, accuracy, and adoption of tools and processes.

Personal Assistant Support

• Manage select personal responsibilities for the President with professionalism, discretion, and efficiency.
• Coordinate logistics that may blend personal and professional priorities.
• Handle sensitive matters with the highest level of confidentiality and judgment.

What We're Looking For

• 7+ years of experience supporting senior executives in small firms, family offices, professional services, or entrepreneurial environments.
• Experience beyond traditional administrative work, including project coordination, operations support, or process improvement.
• High level of ownership, accountability, and sound judgment.
• Strong organizational, prioritization, and communication skills.
• Comfortable working independently in a fast-paced, evolving environment.
• Experience using Salesforce or similar CRM systems.
• High emotional intelligence, discretion, and professionalism.

Who This Role Is (and Is Not) For

This role is a great fit if you:

• Want to be a trusted right hand, not just task support.
• Enjoy working closely with a founder or president.
• Thrive in small, high-touch environments where your impact is visible.
• Appreciate structure, predictability, and strong work-life balance.

This role is not ideal if you:

• Prefer rigid corporate structures with narrow responsibilities.
• Are seeking a Director-level operations or people-management role.
• Are looking for a 24/7, always-on executive support position.

Why This Opportunity

• Meaningful partnership with leadership.
• Exposure to operations, projects, and firm-wide initiatives.
• Predictable hours and sustainable expectations.
• Opportunity to grow alongside a well-run, values-driven firm.

Requirements

• Education requirement is a Bachelor's degree.

Work Hours

Monday - Friday, normal business hours.

Benefits

• 401k 5% match, profit share, hybrid work options.
• Paid health insurance.
• Small family feel office and flexibility.

Additional Details

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.