Executive Assistant - Ultimate Staffing Services

Boutique Investment firm in Newport is adding a Temporary-Hire Executive Assistant to their team. This role will be administrative support to the CFO and finance teams including general office administration. This is a HYBRID Office role. Local candidates only.

Essential Job Functions
Executive Assistance to CFO/Associates
Arrange business travel and prepare expense reports
Maintain calendar and contacts; proactively identify and address opportunities and issues
Process mail and emails, answer and manage incoming calls
Interface with employees, portfolio company executives, vendors, etc. via email/phone/in person on CFO behalf
General clerical duties including creating binders, filing, photocopying, and mailing



General Office Administration
Corporate Traveler liaison
Order office and kitchen supplies
Administer parking cards/validation stickers for office
Collect and distribute mail
Coordinate facility repairs and replacements
Portfolio company meeting coordination
EA back-up support during Admin absence
Updating Office Contact Sheet
Order business cards & masters, stationary, AP envelopes, marketing brochure inserts, etc.
Maintain and restock copy room and kitchen

Key Attributes
Consistently positive attitude and willingness to improve
Proactivity, identify Partner needs and challenges and address before or as they arise
Customer service orientation. This position represents to internal and external constituents; a professional, friendly and easy-to-work with approach is critical.
Strong organizational skills, attention to detail, and accuracy
Flexibility and adaptability
Strong confidence in own abilities
Strong interpersonal skills
Strong/professional verbal and written communication skills


Other Required Skills, Abilities, Experience
Proficient computer skills and in-depth knowledge of relevant software: Outlook, Word, Excel, PowerPoint and Concur
4 year college degree

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. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.