Institutional Client Solutions (ICS) - Administrative Assistant

Administrative Assistant

The Administrative Assistant role entails providing support to a team of senior level professionals within the Institutional Client Solutions team. The responsibilities include:

• Managing complex calendars, scheduling and prioritizing internal and external meetings while coordinating seamlessly with other assistants.
• Serving as the primary point of contact and gatekeeper, handling calls and correspondence with professionalism and discretion.
• Coordinating conference room bookings and meeting logistics; welcoming and registering visitors in the guest management system to ensure a smooth on-site experience.
• Arranging comprehensive domestic and international travel, including flights, visas/passports, ground transportation, hotels and detailed itineraries.
• Overseeing corporate expense management, tracking receipts, preparing reports, and ensuring timely and accurate reimbursements.
• Supporting special projects and ad hoc initiatives, including planning and executing internal events.
• Coordinating logistics for conferences and large meetings, managing schedules, materials, and vendor arrangements.
• Preparing meeting agendas, taking detailed notes during team meetings, and distributing follow-ups and action items.
• Maintaining and managing tracking systems in Excel to monitor projects, deadlines, and operational workflows.
• Assisting in organizing and supporting firm culture and team engagement initiatives.
• Providing back-up administrative coverage for other senior professionals and team members as needed.

Qualifications:

• 5+ years of administrative assistant experience supporting a team of two or more professionals in a fast-paced environment
• Advanced proficiency in Microsoft Office, including PowerPoint, Excel, and Outlook
• Experience using Salesforce or similar CRM systems
• Exceptional organizational skills with strong attention to detail
• Strong multitasking and prioritization skills, with proven success managing competing responsibilities and deadlines
• Experience coordinating complex travel arrangements; familiarity with Concur is preferred
• Proven effectiveness in fast-paced environments
• A high level of professionalism, discretion, and commitment to confidentiality
• Excellent written and verbal communication skills
• A self-starter with strong follow-through and accountability

Expected annual base salary range:

$70,000 - $130,000

Actual base salary within that range will be determined by several components including but not limited to the individual's experience, skills, qualifications and job location. For roles located outside of the US, please disregard the posted salary bands as these roles will follow a separate compensation process based on local market comparables. Additional compensation and benefits offered in connection with the role consist of comprehensive health benefits, including but not limited to medical, dental, vision, and FSA benefits; paid time off; life insurance; 401(k) plan; and discretionary bonuses. Certain employees may also be eligible for equity and other incentive compensation at Blackstone's sole discretion.