Executive Assistant

Executive Assistant Job DescriptionJob Title: Executive AssistantLocation: Baltimore, MD (On-site, 5 days/week)Industry: Hedge Fund / Investment ManagementAbout the RoleUltimate Staffing's client is seeking a highly capable Executive Assistant to provide direct support to the Founder and Portfolio Manager, as well as other professionals, at a small, fast-paced hedge fund. This position will assume the professional support responsibilities currently managed by the existing Executive Assistant, who will transition to a part-time personal assistant role.You will work closely with another full-time Executive Assistant, ensuring seamless collaboration, backup coverage, and efficient day-to-day office operations. This is a vital, on-site role that facilitates communication between the internal investment team and external brokers, company management, and other key stakeholders.As the Executive Assistant, you will embody the outward-facing presence of the firm - often serving as the first point of contact for visitors, incoming calls, and external communications. The ideal candidate will be extremely organized, highly literate, and thrive in a fast-paced environment where adaptability, discretion, and communication are paramount.Key ResponsibilitiesProvide executive-level administrative support to the Founder/Portfolio Manager and other members of the investment teamManage complex and frequently changing calendars across time zonesCoordinate and arrange travel, including commercial, private, and international itinerariesDraft and send professional, high-impact written communications and email correspondenceAct as a liaison between the investment team and external parties such as brokers and company executivesSupport meeting preparation, including creating briefing materials, handling logistics, and ensuring follow-upLead logistics for on-site meetings and conference calls, including room preparation and catering when applicableCollaborate with and provide backup assistance for another full-time Executive AssistantHelp maintain smooth operations and effective communication flow within the officeEnsure all tasks are handled with absolute discretion and professionalismRequirementsAt least 5 years of experience supporting senior executives in investment banking, institutional sales, venture capital, or asset/fund managementBachelor's degree preferredProven ability to excel in fast-paced, high-pressure environmentsExceptional written and verbal communication skillsHighly organized, detail-oriented, and skilled at prioritizing multiple demandsConfident, composed, and assertive while maintaining professionalism and poiseStrong judgment and the ability to adapt communication style to different situationsProficiency in Microsoft Office and familiarity with scheduling/travel management toolsAble to make independent decisions and take initiative in problem-solvingWork EnvironmentThis full-time, in-office position is located in Baltimore, MD. Flexibility and availability to address firm needs outside of normal working hours may be required.Compensation and BenefitsCompetitive salary based on experienceComprehensive benefits packageOpportunity to contribute to and grow within a high-performance, collaborative team environmentAll 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.