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. #J-18808-Ljbffr