Administrative Assistant to COO & Team

Administrative Assistant To COO & Team

We are conducting a search for an experienced Administrative Assistant to support the COO, Head of Acquisitions and another Sr. Executive at a highly regarded global investment firm focused on Real Estate. This is a high-visibility opportunity for a polished, proactive, and exceptionally organized administrative professional who has experience supporting senior executives in a fast-paced financial services, investment, private equity, or real estate environment. The executives maintain demanding schedules and travel frequently, so the successful candidate must be comfortable managing complex calendars, coordinating extensive domestic and international travel, and responding calmly and efficiently to last-minute changes. This role is focused exclusively on business support and does not include personal assistance.

Key Responsibilities

• Manage complex and frequently changing calendars using Microsoft Outlook
• Coordinate internal and external meetings across multiple executives and stakeholders
• Arrange extensive domestic and international travel, including flights, hotels, visas, car services, and detailed itineraries
• Anticipate scheduling and travel conflicts and proactively recommend solutions
• Serve as a professional gatekeeper and primary point of coordination for supported executives
• Answer calls, manage messages, and facilitate timely communication and follow-up
• Coordinate meeting logistics, including conference rooms, technology, catering, agendas, presentations, and supporting materials
• Create, edit, and maintain documents, spreadsheets, presentations, and correspondence
• Prepare and submit expense reports through Concur in accordance with company policies
• Distribute mail and manage general administrative needs for the team
• Handle confidential and time-sensitive information with discretion
• Support ad hoc projects and assignments as needed

Qualifications

• Minimum of 5 years of senior-level administrative experience showcases longevity within each role
• Demonstrated experience supporting C-suite executives or senior investment professionals
• Prior experience within financial services, investment management, private equity, real estate, or a similarly demanding professional environment strongly preferred
• Exceptional calendar management, organizational, and prioritization skills
• Ability to operate independently, anticipate needs, and require minimal direction
• Polished, professional, and confident when interacting with senior internal and external stakeholders
• Strong judgment and the ability to remain composed under pressure
• Highly resourceful, dependable, detail-oriented, and solutions-focused
• Strong written and verbal communication skills
• Advanced proficiency in Microsoft Outlook, Word, PowerPoint, and Excel
• Experience with Concur or a comparable expense-management platform
• Ability to handle confidential information with the highest level of discretion
• Collaborative, team-oriented approach
• Bachelor's degree strongly preferred
• New York State Notary preferred

Why This Opportunity

• Support highly accomplished senior leaders at a respected global investment firm
• Join a sophisticated, collaborative, and high-performing environment
• Competitive base salary and discretionary bonus
• Comprehensive medical, dental, and vision coverage
• Paid time off and 401(k) plan
• Additional wellness, meal, and transportation-related benefits
• Opportunity to make an immediate impact and become a trusted member of the executive support team

The ideal candidate will bring maturity, sound judgment, excellent follow-through, and the ability to stay several steps ahead in a demanding but fair and professional environment.

Please submit your resume to be considered for this opportunity!