Administrative Assistant

COMPANY: Investment Firm

POSITION: Administrative Assistant

LOCATION: New York, NY (in office with 5 WFH days per month)

HOURS: 8:30AM -5:30PM with flexibility as needed

COMPENSATION: $90-110K

BACHELOR'S DEGREE: Required 

 

We are seeking a highly organized, polished, and proactive Administrative Assistant to join a fast-growing investment management firm. The ideal candidate is someone who can confidently manage the details, keep leadership and the team organized, and ensure nothing falls through the cracks. This person should be low-ego, highly reliable, solutions-oriented, and excited by the opportunity to grow with an entrepreneurial company.

 

Responsibilities of the Administrative Assistant:

-Provide day-to-day administrative support to senior leaders and the broader team.

-Manage calendars, schedule meetings, and coordinate conference rooms across multiple stakeholders.

-Coordinate domestic and international travel, including flights, hotels, ground transportation, and detailed itineraries.

-Prepare meeting materials, agendas, presentations, and other documents as needed.

-Coordinate internal and external meetings with clients, investors, partners, and other stakeholders.

-Manage office supplies, kitchen and pantry inventory, and general workplace needs.

-Process and reconcile employee expenses and corporate credit card transactions.

-Assist with invoice processing, purchase orders, and other administrative finance-related tasks.

-Manage incoming calls, correspondence, mail, and general inquiries with professionalism and discretion.

-Maintain organized digital and physical files and assist with document management.

-Support onboarding and offboarding logistics for employees.

-Assist with team events, meetings, offsites, and company gatherings.

-Handle confidential company and employee information with a high degree of discretion.

-Provide general administrative support and special-project assistance as the needs of the business evolve.

-Assist with planning employee events, celebrations, and team-building activities.

 

Requirements of the Administrative Assistant:

-1-3+ years of administrative, executive assistant, office management, or related experience.

-Experience within finance, financial services, fintech, investment management, banking, or a startup environment preferred.

-Strong organizational skills and exceptional attention to detail.

-Excellent written and verbal communication skills.

-Ability to manage multiple priorities and work effectively in a fast-paced environment.

-Strong interpersonal skills and a polished, professional presence.

-Proactive approach with the ability to anticipate needs and solve problems independently.

-High level of discretion and professionalism when handling confidential information.

-Strong proficiency with Microsoft Office, and comfortable learning new technology, systems, and AI-enabled tools.

-Ability to work collaboratively with employees at all levels of an organization.

-A hands-on, team-oriented mindset with a willingness to jump in wherever needed.