Administrative Coordinator

Administrative Coordinator

Duration - 6 Months

Location - Los Angeles, or New York City

Max Pay - $33.91

Position Overview

The Administrative Coordinator, Investor Development & Early Career (CAP), provides comprehensive administrative, recruiting, and program coordination support for early career talent initiatives, onboarding programs, and investor development activities. This role serves as a key partner to senior leaders, investment professionals, candidates, and new associates by coordinating recruiting events, onboarding experiences, training programs, and day-to-day operations. The ideal candidate is highly organized, detail-oriented, proactive, and thrives in a fast-paced, collaborative environment.

Key Responsibilities

Program & Event Coordination

• Coordinate recruiting, onboarding, learning, and development programs from planning through execution.
• Organize program logistics, meeting schedules, training sessions, orientations, and special events.
• Manage participant communications, registration tracking, materials preparation, and post-event follow-up.
• Monitor project timelines and ensure deliverables are completed accurately and on schedule.
• Assist with feedback collection, surveys, reporting, and program evaluations.

Recruiting & Candidate Support

• Support campus and early career recruiting initiatives through candidate communications and interview scheduling.
• Coordinate recruiting events, presentations, and candidate engagement activities.
• Ensure a positive candidate experience throughout the recruiting and onboarding process.
• Maintain recruiting records, candidate data, and related documentation.

Administrative & Executive Support

• Provide administrative support to department leadership, including calendar management and meeting coordination.
• Arrange travel, process expense reports, and handle operational requests.
• Serve as a point of contact for internal and external stakeholders.
• Prepare agendas, meeting materials, reports, and presentations.
• Maintain confidential files, records, databases, and shared team resources.

Communications & Presentation Development

• Draft, edit, and distribute professional communications, announcements, and program updates.
• Create and maintain PowerPoint presentations, Word documents, reports, and branded materials.
• Support development of training materials, recruiting collateral, and communication campaigns.

Reporting, Technology & Process Improvement

• Compile, organize, and analyze program data for reporting purposes.
• Develop charts, spreadsheets, dashboards, and tracking tools.
• Utilize AI and technology solutions to improve workflow efficiency and content creation.
• Review and validate information for accuracy, confidentiality, and professionalism.
• Identify opportunities to streamline administrative processes and improve team operations.

Qualifications

• Bachelor's degree preferred or equivalent combination of education and experience.
• Experience in administrative support, recruiting coordination, event planning, project coordination, HR support, or related areas.
• Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously.
• Excellent verbal, written, and interpersonal communication skills.
• Professional demeanor with the ability to interact effectively with candidates, employees, senior leaders, and external partners.
• High level of accuracy, attention to detail, and confidentiality.
• Ability to work independently while collaborating effectively with cross-functional teams.

Technical Skills

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Calendar Management Systems
• Survey and Reporting Tools
• AI Productivity Tools
• Data Management and Record Keeping

Core Competencies

• Program Coordination
• Event Planning
• Recruiting Support
• Executive Administration
• Stakeholder Management
• Time Management
• Problem Solving
• Relationship Building
• Communication Excellence
• Attention to Detail
• Process Improvement
• Adaptability and Initiative

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.