Administrative Assistant

$100,000 - $100,000/Yr

Beacon Hill Staffing Group - New York, NY

Full-time - Entry Level

New York, NY

Administrative and Support Services

About the position

The Administrative Assistant will support a team of executives within a global investment management firm, focusing on the Intellectual Property team in their Manhattan office. This role is designed for a proactive individual who thrives in a fast-paced environment and is looking for a long-term opportunity within a collaborative team. The position is hybrid, requiring four days in the office and one day remote each week.

Responsibilities

• Calendar management in Outlook; scheduling internal and external meetings
• Setting up Zoom meetings and conference calls
• Booking extensive travel, both domestic and international
• Managing expense reports via Concur
• Planning team events
• Maintaining all distribution lists and contact lists for all executives
• Answering incoming calls with extensive interaction to ensure executives are informed
• Coordinating and tracking receipt and delivery of time-sensitive documents; coordinating notarization as required
• Close coordination with other administrative assistants on business activity, travel, and guests to the NY Office
• Ad hoc projects as requested

Requirements

• Bachelor's degree preferred, or equivalent business experience
• 6+ years of experience supporting multiple executives, preferably in financial services or a similar corporate environment
• Strong communicator, both written and verbal
• Comfort using office technology - Microsoft Office (Word, Teams, Outlook), Zoom, and other applications
• Maintains professionalism and outstanding judgement
• Experience managing a hectic professional calendar
• Experience booking domestic and international travel
• Extremely proactive self-starter with a flexible and enthusiastic approach to work
• Exceptional organization skills with a high level of attention to detail
• Unquestionable integrity and discretion

Benefits

• Compensation up to $100,000 per year
• Overtime pay
• Bonus opportunities