Administrative Assistant

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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

A1475675NY-Temp_1790272111

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