Administrative Assistant

Location: New York, NY (Hybrid)

Position Overview

A leading institutional investment and asset management firm is seeking an Administrative Assistant to support portfolio management team. This role requires a highly organized professional who can manage multiple priorities, maintain confidentiality, and provide administrative support to a fast-paced investment team.

Key Responsibilities

• Coordinate extensive domestic and international travel arrangements, including transportation, agendas, and logistics.
• Prepare, edit, proofread, and distribute correspondence, reports, presentations, and other business documents.
• Manage the execution and tracking of non-disclosure agreements (NDAs) and other confidential legal documents.
• Create and modify PowerPoint presentations and maintain Excel workbooks.
• Maintain document repositories and filing systems for legal agreements and financial reports.
• Monitor virtual data rooms and file-sharing platforms.
• Coordinate document execution and signature processes.
• Screen calls, manage inquiries, and provide professional administrative support.
• Schedule meetings, reserve conference rooms, coordinate catering, and manage meeting logistics.
• Process expense reports, corporate credit card reconciliations, and reimbursement requests.
• Manage calendars and scheduling for multiple professionals.
• Provide backup administrative support as needed.
• Participate in special projects and other duties as assigned.

Qualifications

• Bachelor's degree preferred.
• Minimum of five years of experience supporting senior-level executives and teams.
• Demonstrated ability to manage highly confidential information.
• Excellent organizational, project management, and multitasking skills.
• Strong verbal and written communication skills.
• Advanced proficiency with Microsoft Office (Word, Excel, PowerPoint) and Adobe products.
• Ability to work independently and collaboratively.
• Flexibility to work additional hours when necessary.
• Experience managing team workflows, projects, and administrative processes.
• Experience coordinating shipments and deliveries through courier and shipping services.

Compensation & Work Arrangement

• Base Salary: $100,000 - $110,000
• Bonus: 15% target
• Hybrid Schedule: Four days in office, one day remote
• Comprehensive benefits package including health coverage, retirement programs, paid time off, parental benefits, volunteer programs, and other employee benefits.