Administrative Assistant - Global Investment Firm

Our client is a fast growing, global investment firm specializing in asset-based credit solutions that help companies achieve critical growth milestones. Headquartered in New York with an office in London, the firm offers a collaborative, fast-paced environment where administrative professionals play a vital role in supporting the business and enhancing the employee experience.

The Administrative Assistant will be a key member of the administrative team. This individual will support a broad range of responsibilities including office operations, reception, executive scheduling, travel coordination, and employee engagement initiatives. The ideal candidate is highly organized, proactive, and enjoys creating a welcoming, well-run office environment.

Responsibilities

• Serve as the first point of contact for all guests, candidates, and vendors, ensuring a professional and welcoming experience.
• Manage visitor registration and arrival communications.
• Coordinate conference room scheduling and oversee onsite meeting logistics.
• Support interview coordination by greeting candidates, managing interview schedules, and keeping interviewers on schedule throughout the day.
• Manage calendars for team members across multiple offices and time zones, proactively identifying and resolving scheduling conflicts.
• Coordinate recurring meetings and anticipate calendar challenges before they arise.
• Arrange domestic and international travel, including flights, hotels, ground transportation, and itineraries for employees across the U.S. and U.K.
• Plan and coordinate office culture initiatives including birthday celebrations, team lunches, employee events, happy hours, and off-sites.
• Partner with Human Capital on larger employee engagement programs and special events.
• Serve as the primary liaison with building management and coordinate office maintenance and repair requests.
• Oversee office operations including kitchen organization, inventory management, office supply ordering, and ensuring the office is fully prepared for each business day.
• Maintain a clean, organized, and welcoming office environment.

Qualifications

• Minimum of 2 years of administrative experience.
• At least one year of experience within a professional services environment such as finance, private equity, investment management, real estate, or legal services preferred
• Requirements
• Exceptional organizational and time management skills with outstanding attention to detail.
• Ability to manage multiple priorities in a fast-paced environment while maintaining a high level of accuracy.
• Strong sense of ownership, accountability, and follow-through.
• Excellent written and verbal communication skills with the confidence to interact professionally with employees at all levels.
• Comfortable making brief announcements to the office regarding birthdays, events, and other company updates.
• Proactive, resourceful, and solution-oriented with the ability to anticipate needs before they arise.
• Highly dependable with a reputation for reliability and responsiveness.
• Comfortable learning new technology and systems to improve efficiency.
• Demonstrates good judgment, learns quickly, and welcomes feedback.
• This is a fully onsite position, Monday through Friday, 8:00 AM – 5:00 PM.

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