Administrative Assistant

Job Description

Job Description

Harrison Gray Search has partnered with a premier, next-generation investment banking firm to find a highly reliable and proactive Administrative Assistant for their local office. Our client is an impact-focused firm passionate about delivering top-notch results for family and founder-owned businesses while cultivating a dynamic, high-energy environment for finance industry professionals. Built on a foundation of integrity and strong core values, they provide full-service investment banking solutions for non-sponsored companies nationwide.

Are you a direct and analytical person comfortable taking the lead while working with a team? Do you prefer roles that benefit from established processes to drive strong outcomes? If you are known for your ability to execute tasks with a high degree of expediency and accuracy while keeping team morale high, we invite you to apply.

Responsibilities

In this fast-paced, high-stakes role, you will support an entrepreneurial, high-performing corporate team. You will directly manage the calendars, travel, and expenses of the firm's originators and executives, while maintaining a polished and welcoming office environment.



Executive Support

• Problem-Solving Prodigy: Identify potential bottlenecks before they arise and propose effective solutions. Anticipate challenges and proactively address them to keep operations seamless.
• Independence Expert: Work autonomously to prioritize and manage tasks efficiently. Demonstrate high self-motivation and take the initiative to address shifting priorities.
• Master of Details: Execute tasks with precision, paying meticulous attention to details. Manage complex calendars, coordinate meetings, and thoroughly prepare executives for success in their engagements.
• Speed Maestro: Navigate through tasks swiftly and effectively. Adapt to a fast-paced work environment by demonstrating agility when handling multiple work streams without compromising quality.
• Technical Communication Champion: Facilitate professional communication between executives and clients. Respond promptly to emails, inquiries, and requests, ensuring timely and accurate information flow.
• Travel & Schedule Coordination Expert: Oversee all aspects of travel arrangements, including booking flights, accommodations, assisting with venue selection, managing itineraries, and handling last-minute changes.

Front Office & Client Experience

• Engagement Specialist: Act as the primary point of contact for in-office visitors, internal and external clients, and event guests. Provide sophisticated, credible, and professional communication in every interaction.
• Brand Ambassador: Uphold the company’s brand image and values through a professional demeanor, appearance, and behavior. Maintain a clean, organized reception and lobby area that reflects the firm's standards, offering proactive ideas for process enhancements.
• Office Operations Specialist: Ensure daily office operations run smoothly by managing conference room bookings, maintaining a well-organized workspace, and overseeing supply inventory. Greet visitors, answer the main phone line, handle inquiries, and coordinate logistics to support a productive environment.

Qualifications

• Experience: 5+ years of experience directly supporting Director or C-Level personnel, ideally within professional services or corporate finance.
• Technical Skills: Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams, OneNote, and PowerPoint), with a natural ability to quickly master new software systems.
• Discretion: Proven experience exercising sensibility, discretion, and diplomacy when handling highly confidential or sensitive business information.
• Execution: Exceptional organizational and time-management skills with a demonstrated ability to work independently under tight deadlines.
• Mindset: A detail-oriented mindset with a strict commitment to precision, a positive "can-do" attitude, and a resilient sense of humor.
• Leadership Presence: High level of professional confidence. You are comfortable "managing up," keeping busy executives on task, providing honest feedback, and pushing back constructively when it serves the best interest of the team.

Environment & Schedule

• Typical Work Week: 50 hours.
• In-Office Schedule: Monday through Thursday, 8:00 AM – 5:00 PM.
• Remote Flexibility: Virtual Fridays (unless an in-office presence is required for special events or circumstances).
• Availability: Ability to provide occasional support for urgent situations outside of normal business hours (e.g., travel cancellations or urgent meeting changes, expected less than 15% of the time).
• Physical Demands: While this is largely a sedentary role, it occasionally requires lifting corporate equipment or office supplies and assisting with event setup (must be able to lift up to 30 pounds).
• Professional Appearance: Candidates must possess a high level of professional polish, as this role serves as the first point of contact for high-profile clients. Dress code is strictly business professional. In accordance with corporate appearance guidelines, visible tattoos must be concealed.