This job is posted on behalf of Blake Smith Staffing, LLC by Top Echelon.

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

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

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

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