Ultimate Staffing is hiring: Administrative Assistant in Boca Raton

We're seeking an Administrative Assistant in Boca Raton, FL to provide critical support in a small, professional office environment. This role blends administrative coordination with finance-related tasks such as accounts payable, expense reporting, and record management. It's an excellent fit for someone who enjoys detail-oriented work, thrives in a confidential setting, and wants long-term stability.

This is 100% in office position, Monday - Friday from 8AM - 5PM. No hybrid/remote option available. Looking to start quickly and no relocation package offered.

Key responsibilities

• Manage day-to-day office operations: emails, scheduling, scanning/saving files, and handling confidential documents.
• Support financial functions including invoice processing, accounts payable, payment preparation, and monthly expense reporting.
• Oversee office logistics such as mail distribution, courier shipments, and occasional banking runs.
• Maintain organized records for financial activity and charitable contributions.
• Assist senior leaders with reports, reconciliations, and special projects.
• Track receipts, follow up on missing items, and manage shared inboxes.
• Help monitor sustainability or internal tracking metrics.

Qualifications

• 3-5+ years of experience as an Administrative Assistant with exposure to finance, accounting, or professional services.
• Hands-on knowledge of expense management systems (e.g., Bill.com, Concur) plus strong Microsoft Excel/Google Workspace skills.
• Proven ability to handle confidential information with discretion.
• Strong organizational and follow-up skills; comfortable managing time-sensitive priorities.
• Ability to work 100% onsite, Monday-Friday, in Southern Palm Beach County.
• Bachelor's Degree

Preferred skills

• Experience supporting executives in finance, wealth management, or family office settings.
• Familiarity with charitable-giving administration or sustainability tracking.

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.

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Administrative

Industries

• Venture Capital and Private Equity Principals