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Our client, a privately held global asset manager, is seeking a Temporary to Permanent Administrative Assistant to the Private Credit team for their brand new Rockefeller Center office. There is a 4/1 hybrid schedule for this role with Fridays being remote. The hours are from 9am-5pm.
What you will do:
- Manage complex calendars, schedule meetings and conference calls, and maintain accurate visibility into supported professionals’ availability and whereabouts.
- Coordinate travel, prepare clear itineraries, confirm arrangements, proactively monitor schedules, and resolve disruptions.
- Prepare and submit timely, accurate expense reports and maintain supporting documentation.
- Coordinate conference logistics, including exhibitor communications, travel arrangements, meeting schedules, and collaboration with communications and event coordination teams.
- Prepare, organize, and distribute correspondence, documents, spreadsheets, meeting materials, and presentation materials.
- Maintain organized correspondence, documents, records, and filing systems in accordance with confidentiality expectations and applicable procedures.
- Answer and screen incoming calls, route inquiries appropriately, and provide polished follow-through.
- Research, collect, and organize information from online and other approved sources; support basic reporting and analysis as requested.
- Build effective working relationships across the company and with external parties, communicating with professionalism and discretion.
- Provide backup administrative coverage and step into other administrative needs as priorities arise.
What success looks like:
- Schedules, travel, meetings, conferences, and expense submissions are accurate, well organized, and handled on time.
- Potential conflicts and logistical issues are identified early, communicated clearly, and resolved with sound judgment.
- Senior professionals and cross-functional partners receive responsive, dependable support and well-prepared materials.
- Sensitive information is handled with discretion, and records remain organized and easy for authorized users to access.
- The assistant anticipates needs, establishes practical solutions, and contributes as a collaborative team member.
Required qualifications
- Bachelor’s degree or an equivalent combination of education and relevant experience.
- A minimum of 2+ years of administrative experience in a professional environment.
- Strong organization and time-management skills, with the ability to prioritize multiple assignments and maintain close attention to detail.
- Demonstrated reliability, sound judgment, initiative, and proactive problem-solving skills.
- Professional written, verbal, telephone, and interpersonal communication skills.
- Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint, along with accurate typing and document-production skills.
- Ability to screen and route calls promptly and appropriately.
- Ability to handle confidential information with discretion and comply with applicable confidentiality requirements.
Preferred qualifications
- Experience supporting senior professionals, investment teams, or another fast-paced financial-services environment.
- Working knowledge of the investment management industry.
- Experience coordinating conferences, complex travel, or multi-party meetings.
Compensation:
- Up to 115K, dependent on experience+ benefits once perm
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