Administrative Assistant

Provide high-level, proactive administrative support to a complex team of Managing Directors. This role requires a high degree of multitasking, discretion, and the ability to navigate a fast-paced, dynamic corporate environment.

Job Summary & Responsibilities:

• Proactively coordinate and maintain complex and extremely dynamic calendars, including coordination of senior-level internal & client meetings, conference logistics, external speaking engagements, etc., strategically prioritizing meeting requests and all related logistics.
• Anticipate potential calendar conflicts and engagements, while proactively resolving all scheduling challenges.
• Manage a high volume of phone calls, interacting with high-level business leaders professionally and effectively.
• Handle highly confidential and sensitive client information with utmost discretion.
• Responds and follows up on client requests promptly.
• Coordinates domestic and international travel arrangements, including visa procurement when applicable.
• Meticulously processes and tracks expense reports promptly, reconciling credit card statements or related expenses in compliance with firm policy
• Prepares and distributes business correspondence, signatures, memos, letters, reports, or other documents as requested.
• Participates in ad-hoc and general administrative duties (copying, filing, faxing, archiving, shipping, supplies, etc.), ad-hoc projects, committees and/or event planning.
• Works with conference and catering services for meetings and client engagements as needed.
• Provide backup support to peer assistants and participate in ad-hoc projects or event planning committees.

Skills & Qualifications:

• Experience supporting multiple senior client-facing executive(s) in a complex, fast-paced environment, preferably in financial services, private sector, or government.
• Demonstrated ability to manage multiple priorities, anticipate needs, and proactively adapt to rapidly challenging demands.
• Ability to exercise excellent judgment and discretion in dealing with confidential material or handling highly sensitive information.
• Requires excellent interpersonal and communication skills, both written & verbal. Ability to display a consistent, professional degree of communication.
• Extreme attention to detail and organizational skills, with ability to prioritize tasks.
• Quick learner and self-starter with excellent anticipation skills.
• Proactive problem solver and independent thinker; ability to follow up as often as necessary.
• Highest degree of integrity, professionalism, and diplomacy is required.
• Strong proficiency in MS Word, Excel, PowerPoint, and Outlook is required.
• Familiarity with expense platforms such as SAP Concur.
• Supportive team player with a positive attitude.
• The ideal candidate has at least 3-5 years of experience.