Administrative Assistant

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A well-established investment management firm is seeking an Administrative Professional to provide comprehensive administrative support to multiple senior and mid-level professionals. The ideal candidate will have 3-5 years of experience in a similar role, preferably within private , investment management, or financial services. This role is a hybrid schedule, with four (4) days onsite in Menlo Park, and 1 day (typically Fridays) remote. Our client is considering candidates interested in temp-to-perm or direct hire.

Key Responsibilities

• Provide broad administrative support, including answering and directing calls, greeting visitors, and handling correspondence.

• Manage busy calendars, assist with time management, and prioritize scheduling needs.

• Arrange and coordinate internal and external meetings, including video and conference calls.

• Liaise with internal and external contacts to coordinate complex meeting schedules.

• Plan and arrange domestic and international travel itineraries.

• Prepare and submit monthly corporate and personal expense reports.

• Ensure all professionals are prepared for meetings by organizing necessary materials.

• Maintain accurate and up-to-date contact information and organized filing systems.

• Provide backup support to reception or other administrative professionals as needed.

• Perform other projects and tasks as assigned.

Role Requirements

• Bachelor’s degree required.

• Minimum of 3 years of relevant administrative experience preferred.

• High proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).

• Excellent organizational, time management, and project coordination skills.

• Strong attention to detail and accuracy.

• Outstanding interpersonal and communication skills with the ability to work with a wide range of individuals.

• Proven ability to manage multiple tasks and shifting priorities effectively.

Desired Skills

• Proactive, reliable, and professional with a positive, can-do attitude.

• Self-starter who takes initiative and works with minimal guidance.

• Team-oriented and able to contribute positively to office culture.

• Maintains strict confidentiality and exercises sound judgment.

• Detail-oriented, with a commitment to high standards and accuracy.

• Dedicated to anticipating and fulfilling team needs.

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