Administrative Assistant

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Top global private equity firm is seeking a Temporary Assistant to provide seamless administrative support to Executives on the APPS team. General hours are 8/9am-5/6pm with flexibility for overtime as needed. In office Monday-Thursday with Friday being a remote day; must have flexibility to go in office if needed.

Responsibilities:

• Schedule and organize meetings, conferences and off-sites including all related logistics/materials; proactively address conflicts and exercise strong judgment based on priorities, seeking guidance as needed
• Prepare materials for meetings, track and confirm attendance where quorum is required
• Arrange complex travel plans and compose detailed itineraries, obtain necessary travel documents and visa coordination
• Screen incoming calls and greet guests in a professional and courteous manner
• Establish, develop, maintain, and organize systems to support executives’ unique needs
• Navigate complex internal systems, including invoicing, consultant onboarding, and vendor onboarding
• Allocate and process expenses for executive(s), including American Express and Out of Pocket expenses using the Concur expense management system by published deadlines
• Compose strategic communications such as letters, memos, invitations, agendas and correspondence related to all projects and on behalf of executives
• Edit for accuracy and clarity of final copy; proofread for spelling, grammar, and format consistency and make appropriate changes
• Plan off-site team events, including all related logistics, cost code creation, budgeting, and expense processing
• Process and code invoices; identify and implement process improvements
• Coordinate closely and team with other assistants to provide phone coverage and back-up assistance
• Handle all coordination and logistics for onboarding new employees and contractors to the team
• Use US Mail, FedEx, and other services to send and track priority mail
• Perform other related general administrative and project-based tasks as assigned and required
• Be available to check and respond to occasional after-hours correspondence

Qualifications:

• Bachelor’s Degree or four or more years of administrative assistance experience or training, or equivalent combination of education and experience
• Ability to thrive in a fast-paced and rigorous work environment; demonstrated ability to prioritize competing demands and meet deadlines
• Excellent judgment and a very high level of confidentiality
• Proficiency leveraging AI tools such as Claude, Copilot, and ChatGPT to automate recurring tasks, monitor action items and deadlines, and strengthen team accountability
• Strong initiative and ownership of responsibilities
• Must demonstrate a proactive, positive attitude toward given tasks, plan ahead for potential issues, and take appropriate action
• Strong attention to detail, responsiveness, and follow-through on open items
• Exemplary interpersonal skills necessary to handle sensitive and confidential situations
• Demonstrated poise, tact, and diplomacy
• Superb written and verbal communication skills
• Strong attention to detail when composing and proofing materials
• Experience supporting a group of executives in a corporate environment highly preferred
• Team-oriented and collaborative attitude is a must
• Extensive knowledge of Microsoft Outlook and proficiency in Excel, Word, PowerPoint, and Slack
• Working knowledge of office administrative procedures and operating standard office equipment
• Experience in the finance industry is preferred but not required

A1480093NY-Temp_1793302541

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