Executive Administrative Assistant

Overview

Ultimate Staffing is seeking a highly motivated, detail‑oriented Administrative & Database Coordinator to support our client in the Creve Coeur area. We are looking for someone who is proactive, professional, and able to work independently once trained.

• 20-25 hours weekly
  , flexible start/end times
• Dress Code: Professional attire; strong emphasis on polished appearance and presentation

Administrative & Operational Support

• Work independently and confidently
• Demonstrate initiative and problem‑solving
• Answer incoming phone calls with a friendly, professional demeanor and route messages appropriately.
• Assist with scheduling, calendar management, organization, and other executive‑support tasks as needed (executive assistant experience a plus).

Database Management (Donor Perfect)

• Maintain accurate, up‑to‑date records for donors, accounts, and contacts.
• Update addresses, contact details, and registration information promptly.
• Ensure timely processing of donations, including generating automated thank‑you letters.
• Manage system functionality within Donor Perfect; prior experience is a plus, but not required for candidates with strong technical aptitude.
• Run reports in Donor Perfect and Quick Books as needed.

Accounting Support

• Prior experience with Quick Books or general accounting duties is preferred

• Education: Associate's or Bachelor's degree preferred.
  • Candidates with strong relevant experience will be considered in place of formal education.
• Tech‑savvy with the ability to learn new systems quickly.
• Strong initiative, organizational skills, and follow‑through.
• Excellent communication and professional presentation.

This role is ideal for someone who is:

• Self‑directed and resourceful
• Confident learning new technology
• Professional and polished
• Comfortable supporting multiple aspects of operations
• Looking for flexible, consistent part‑time work with potential for long‑term fit

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.