Administrative Assistant - Global Investment Firm

Job Description

Job Description

Administrative Assistant – Global Investment Firm

Compensation: $75,000–$95,000 base DOE + discretionary bonus + competitive benefits package

Location: New York City Schedule: Hybrid – 4 days in office / 1 day remote
Hours: 8:30 AM–5:00 PM ET

A leading global investment firm is seeking a polished, proactive, and highly organized Administrative Assistant to join its growing administrative team. This is a newly created position supporting a team of senior executives within a collaborative, fast-paced, and highly professional environment.

The Administrative Assistant will provide comprehensive support to approximately five senior professional. This is an excellent opportunity for an experienced administrative professional who enjoys being one step ahead, managing multiple priorities, and serving as a trusted resource to senior executives. A collaborative and team oriented spirit is a must!

Responsibilities

• Manage complex and frequently changing calendars for multiple senior professionals
• Coordinate domestic and international travel, including flights, accommodations, ground transportation, itineraries, and related logistics
• Prepare and submit expense reports and assist with expense management for the broader team
• Serve as a gatekeeper for executives' schedules, time, and information while maintaining a polished and professional approach
• Anticipate scheduling conflicts and proactively resolve issues before they arise
• Coordinate internal and external meetings, including conference rooms, video conferencing, catering, meeting materials, printing, and presentations
• Assist with executive-level meetings, Board meetings, conferences, and off-site events
• Manage sensitive correspondence and confidential information with the highest level of discretion
• Build strong relationships with internal teams and external stakeholders
• Prepare and edit PowerPoint presentations, Word documents, and Excel spreadsheets
• Anticipate the needs of the professionals supported and provide proactive, high-touch administrative support

Qualifications

• Approximately 3+ years of administrative support experience
• Bachelor's degree preferred
• Experience supporting senior professionals in a fast-paced professional environment
• Financial services experience is preferred but not required
• Exceptional organizational and time-management skills with strong attention to detail
• Ability to prioritize multiple competing demands and adapt quickly as schedules and priorities change
• Proactive problem-solving skills and the ability to work independently
• Strong interpersonal skills and a service-oriented mentality
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint
• Experience with Concur and/or Salesforce is a plus

You can use WorkGrades to collect and manage your references for free and share them with us or anyone else you choose by visiting workgrades.com/home/candidate. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early.