Administrative Assistant

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Our client is seeking a highly organized, proactive Administrative Assistant to support senior investment professionals within a leading private equity firm. This is a high‑volume team support role requiring exceptional calendar management, complex travel coordination, and strong attention to detail. The ideal candidate is polished, professional, and thrives in a fast‑paced financial services environment where responsiveness, accuracy, and proactive support are essential. Hours are generally 8:45/9:00am-6:00pm with flexibility as needed, and the role follows a hybrid 4/1 schedule with Fridays remote.

Key Responsibilities:

1. Provide executive support to 2 Managing Directors, 1 Director, 2 Vice Presidents, and 1 Senior Advisor
2. Manage complex calendars, including internal, external, board, virtual, and in‑person meetings
3. Coordinate extensive domestic and international travel arrangements, including visas and detailed itineraries
4. Process and manage expense reports through Concur
5. Prepare and distribute meeting materials, presentations, and supporting documentation
6. Maintain accurate records, databases, and administrative systems
7. Serve as a professional point of contact for internal and external stakeholders
8. Coordinate conference calls, Zoom meetings, and meeting logistics
9. Support ad hoc projects and administrative initiatives across the team
10. Anticipate scheduling conflicts and proactively resolve issues
11. Collaborate closely with fellow administrative professionals to ensure seamless support coverage

Qualifications:

1. 5+ years of administrative or Executive Assistant experience
2. Bachelor’s degree strongly preferred
3. Experience in financial services, legal, real estate, FinTech, or other professional services environments preferred
4. Strong Outlook proficiency required (calendar management and scheduling expertise)
5. Extensive experience coordinating complex travel and managing expense reports
6. Excellent organizational skills with exceptional attention to detail
7. Strong written and verbal communication abilities
8. Ability to multitask and prioritize effectively in a fast‑paced environment
9. Proactive, solutions‑oriented mindset with strong judgment
10. Proficiency in Microsoft Office Suite, Zoom, and related business tools

Compensation/Benefits:

1. Up to $120K-$130K base salary + paid overtime + discretionary bonus
2. 100% employer‑paid healthcare coverage for employees and dependents
3. Free daily breakfast and lunch
4. 401(k) with employer match
5. PTO package
6. Hybrid schedule (4 days onsite, Fridays remote)

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