Administrative Assistant

COMPANY: Alternative Investment Management Company
POSITION: Administrative Assistant
LOCATION: New York, NY (IN OFFICE 5 DAYS)
HOURS: 9:00AM - 6:00PM with flexibility to come in earlier or stay later as needed
COMPENSATION: Up to $110K DOE* + Benefits + Discretionary Bonus
BACHELOR’S DEGREE: Required

Our client, an Outsourced Investment Office, is seeking an Administrative Assistant to join their Business Operations Team. This individual will provide administrative support to senior team members and share in reception and operational support responsibilities in their New York office. Responsibilities of this individual will include handling day-to-day calendar and meeting management, expense reporting and travel planning, reception and visitor management, printing and binding, as well as additional daily and ongoing administrative tasks. As a fast-growing company, they are seeking someone who is motivated, a self-starter, adaptable, and comfortable working on a small team in an extremely fast-paced, ever-changing entrepreneurial environment.

Responsibilities of the Administrative Assistant:
Meetings and Calendaring
-Provide general administrative support, including, but not limited to: managing complex calendars, booking conference rooms for internal and external meetings both in person and virtual, answer phones and screening incoming calls, setting up conference calls and video conference meetings, etc.
-Prioritize Outlook calendar management on behalf of supported Partners, proactively inform them of meeting changes, and ensure they stay on schedule throughout the day
-Liaise with other Business Operations team members to coordinate and manage meeting logistics, including booking meeting rooms and providing catering as needed

Travel and Expenses
-Coordinate all aspects of domestic and international travel (air, ground, reservations, and lodging)
-Manage payment and tracking of meeting and itinerary changes
-Track business expenses and prepare expense reports
-Organize logistics for travel and meetings (e.g., conference registrations, meeting rooms, cabs, transportation, etc.) and ensure the Partners are prepared for meetings (e.g., have the necessary materials)

Reception and Office Operations
-Sharing in reception responsibilities with other administrative professional
-Welcoming visitors
-Preparing and maintaining meeting rooms
-Food and beverage for guests
-Restocking and tidiness of kitchen, copy room, and general office space

Other Administrative Support
-Utilize effective judgment in handling mail, email, correspondence, confidential material, and requests
-Escalate important and urgent items for appropriate action as needed
-Register for conferences and networking events in a timely manner
-Handle incoming calls, taking and passing on messages in a timely manner, dealing with calls where appropriate, and ensuring urgent calls are dealt with urgently
-Assist in the planning and execution of events and special, ad hoc projects, and catering
-Help with formatting and design of documents and presentations using PowerPoint, Excel, and Word
-Responsible for ensuring all information security processes, policies, and procedures are adhered to and any issues or concerns are raised with the Cyber Security team
-Ensure full compliance with all local data protection regulations and privacy controls, and any related issues are raised via the appropriate channels

Requirements of the Administrative Assistant:
-Bachelor’s degree or equivalent work experience required
-Minimum of 5 years of experience with direct administrative support of senior-level team members
-Excellent organization, prioritization, written/verbal communication, and analytical skills
-Ability to multitask in a fast-paced environment
-Strong interpersonal and customer service skills
-Proactive with strong attention to detail
-High degree of professionalism and sound judgment with an understanding of when and how to escalate issues
-Ability to handle sensitive information with discretion and confidentiality
-Solution-oriented and able to work independently and as part of a team
-High proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook)

*The salary range posted for this New York City-based position is a good faith estimate. Actual salary may vary based on several factors, including but not limited to, level, experience, and qualifications for the role.