Administrative Services Supervisor

Top Tier Asset Management firm seeking an Administrative Services Supervisor

Compensation

$120,000 - $135,000 + Discretionary Bonus DOE + Competitive Benefits (medical/dental/visions), 401K + PTO + other perks!

Location: Midtown - New York, NY

Hybrid: 4 days onsite/ 1 day remote

Candidate must be flexible to working 5 days onsite for first 30 days for training

Hours: 8:00AM – 5:00PM ET

Role Overview

We are seeking an experienced and people-focused Administrative Services Supervisor to lead and develop a team of administrative professionals, ensuring the delivery of high-quality, efficient, and scalable support across the organization. Supervisory responsibilities and team coverage will evolve in response to changing business priorities and organizational needs.

This role is central to fostering a high-performing, collaborative, and growth-oriented team culture. The Supervisor will serve as a subject matter expert in administrative operations, providing leadership, mentorship, and hands-on guidance while overseeing workloads, developing talent, and driving continuous improvement.

Partnering closely with administrative leadership, management, and key business stakeholders, the Supervisor will help shape effective support models, optimize staffing and resource allocation, and oversee performance management and development initiatives. Success in this role requires strong executive presence, sound judgment, clear communication, and an unwavering commitment to fairness, accountability, and respect. Building an inclusive, supportive, and professional team environment will be essential.

Primary Responsibilities

• Build and maintain strong, trusted relationships with direct reports, supported managers, department heads, and other key stakeholders.
• Foster a collaborative, high-performing team environment that prioritizes professional development, accountability, and continuous learning.
• Establish clear performance expectations, set goals, and provide ongoing coaching, feedback, and development opportunities aligned with business objectives.
• Oversee daily workloads, prioritize assignments, and adjust staffing and resource allocation to meet evolving business demands.
• Lead recruiting, onboarding, and staffing initiatives for the administrative function, contributing to compensation, promotion, and performance management processes as appropriate.
• Maintain regular communication with team members to discuss assignments, address challenges, assess workloads, and identify opportunities for additional support or development.
• Partner with managers and stakeholders to gather performance feedback, evaluate service levels, and identify opportunities to strengthen team effectiveness.
• Collaborate with administrative leadership and business partners to develop, recommend, and implement best practices, improved workflows, and operational efficiencies.
• Coordinate team-building activities and initiatives that strengthen engagement, collaboration, and team morale.
• Oversee timekeeping, leave administration, and expense reconciliation through platforms such as Workday and Concur, ensuring accuracy and compliance with firm policies.
• Develop and maintain expertise in administrative systems and enterprise platforms, including CRM tools, ReadSoft, and Concur, while promoting adoption, consistency, and best practices.
• Lead regular team meetings to communicate priorities, share updates, address challenges, and reinforce departmental objectives.
• Communicate staffing changes, new hires, and assignment updates to investment professionals, officers, administrative staff, and other relevant stakeholders.
• Establish and maintain department coverage plans, adjusting resources and assignments as business needs evolve.
• Partner with senior management to evaluate staffing requirements, review headcount forecasts, and support workforce planning.
• Coordinate new hire orientation, training schedules, and ongoing learning initiatives to ensure a consistent and effective onboarding experience.
• Develop, communicate, and reinforce administrative policies and procedures, serving as a trusted resource for business requests and complex operational matters.
• Provide hands-on administrative support when necessary, including calendar management and travel coordination, to support team development, address peak workloads, and bridge staffing gaps while maintaining supervisory responsibilities.
• Identify opportunities to leverage technology, digital tools, and analytics to enhance productivity, strengthen controls, mitigate risk, and modernize administrative operations.

Qualifications:

• 5 - 10 years of experience in an administrative or executive assistant capacity, including at least 3 –5 years in an administrative supervisory or team leadership role.
• Technically Savvy: Proficient in Microsoft Office (Word, Excel, Outlook) and Experience in Concur or similar CRM

Additional Qualifications and Experience

The successful candidate will demonstrate:

• Administrative Expertise: Comprehensive knowledge of core administrative functions, including travel coordination, expense management, calendar management, and information and time management, with a consistent record of delivering exceptional service.
• Leadership and Relationship Management: Ability to establish trusted relationships with administrative professionals, managers, senior stakeholders, and leadership while promoting collaboration, transparency, and open communication.
• Performance Management: Experience setting clear expectations, providing constructive feedback, coaching employees, and driving individual and team performance.
• Policy and Process Management: Demonstrated ability to develop, communicate, and implement policies and procedures while serving as a dependable resource for operational guidance and compliance.
• Talent Development: Commitment to identifying development opportunities, strengthening capabilities, and supporting employees' long-term growth and career progression.
• Change Management: Ability to guide teams through shifting priorities, organizational changes, and evolving business requirements while maintaining a positive and solutions-oriented approach.
• Problem-Solving and Judgment: Strong analytical and decision-making skills, with the ability to anticipate challenges, resolve issues proactively, and balance competing priorities.
• Professionalism and Values: Demonstrated commitment to client's core values of Collaboration, Openness, Responsibility, and Excellence.
• Organization and Execution: Highly organized, detail-oriented, and self-motivated, with the ability to work independently and manage multiple priorities in a fast-paced environment.
• Communication: Exceptional written, verbal, and interpersonal communication skills, including the ability to communicate effectively with senior leadership and diverse stakeholder groups.
• Technical Proficiency: Strong working knowledge of Microsoft Office applications and the ability to learn and leverage new technology platforms effectively.
• A two-year college degree is preferred but not required.

Compensation:

Client takes a total compensation approach to employee rewards, consisting of a base salary and a discretionary bonus. Base salary is determined by the role's core responsibilities, relevant experience, internal level, and prevailing market factors. The discretionary bonus recognizes performance and is based on company, business, team, and individual results.

Please submit your resume in Word format for immediate consideration.

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