Administrative Assistant

Our client is a well-established investment firm with a collaborative, entrepreneurial culture and a team of highly motivated professionals. They are seeking a highly organized and proactive Administrative Assistant to support daily office operations and contribute to the success of a growing organization.

Position Overview

The Administrative Assistant will play a key role in ensuring the smooth operation of the office while providing administrative support to team members and leadership. The ideal candidate is detail-oriented, resourceful, and capable of managing multiple priorities in a fast-paced professional environment. Event planning experience and strong organizational skills are highly valued.

Key Responsibilities

• Prepare and process expense reports for senior team members using expense management software.
• Assist with calendar management, scheduling meetings, and coordinating appointments.
• Support the planning, coordination, and execution of several company events throughout the year, including occasional travel.
• Manage general office operations and help maintain an organized and professional work environment.
• Ensure conference rooms and meeting technology are functioning properly for meetings and videoconferences.
• Coordinate office supply inventory and ordering.
• Assist with travel arrangements and itineraries.
• Create, organize, and maintain electronic and physical files.
• Perform administrative tasks including scanning, printing, copying, mailing, and mail distribution.
• Receive and coordinate deliveries and packages.
• Provide reception and front-office coverage as needed.
• Liaise with vendors, service providers, and property management regarding office-related matters.
• Assist with data entry and maintenance within internal business systems and databases.
• Support onboarding activities for new employees and help coordinate employee events.
• Collaborate with team members on special projects and initiatives.
• Provide backup support to executive-level administrative staff when needed.
• Collect and process incoming mail on a regular basis.

Qualifications

• 2-3+ years of administrative support experience; experience in financial services, investment management, or a professional services environment is preferred.
• Strong proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Experience with Adobe Acrobat preferred; familiarity with expense reporting and CRM/database systems is a plus.
• Ability to manage multiple priorities, meet deadlines, and adapt to changing needs.
• Exceptional organizational skills and attention to detail.
• Reliable, punctual, and professional.
• Demonstrated initiative and willingness to support a variety of business needs.
• Strong problem-solving skills and ability to work independently.
• Excellent interpersonal, verbal, and written communication skills.
• Experience supporting multiple professionals and managing complex calendars is preferred.
• Ability to interact professionally with executives, clients, investors, vendors, and colleagues.
• Strong proofreading and document preparation skills.
• Ability to handle confidential and sensitive information with discretion.

Compensation

• Base salary: commensurate with experience. Performance-based budget included.
• Strong benefits package including PTO, paid medical coverage, and 401k