Outstanding financial firm is hiring an Administrative Assistant who will provide dedicated support to the Business Development and Operations team in a dynamic and fast-paced environment. This role offers an opportunity for a proactive and organized individual to shape the position, streamline workflows, and provide high-level support to team members. The ideal candidate will take initiative, stay engaged in meetings to anticipate needs, and proactively manage administrative tasks to ensure efficiency. Strong communication skills, attention to detail, and the ability to multitask are essential. This role also presents long-term growth potential, with the opportunity to develop valuable industry knowledge and learn from seasoned professionals.

Responsibilities

• Manage travel schedules, ensuring seamless coordination for frequent, fast-changing trips. Monitor itineraries, adjust plans as needed, and proactively troubleshoot issues. Utilize the company’s travel booking system.
• Schedule meetings, anticipate conflicts, and stay ahead of shifting priorities by actively managing calendars, proactively rescheduling or adjusting meetings based on last-minute changes and ensuring all necessary materials are prepared in advance.
• Assist in planning team outings and conferences, accommodating varying attendance from one to five team members. Manage logistics such as travel, venue selection, catering, and agenda preparation.
• Handle mail, kitchen stocking, and general office upkeep to maintain a well-organized workspace. Ensure office supplies are replenished, common areas remain tidy, and mail and packages are promptly distributed.
• Take on additional tasks in HR and finance as the team expands supporting administrative processes.
• Assist with professional but non-family-related personal tasks, such as reservations or mailing items. Handle these requests with discretion and efficiency, ensuring that all arrangements meet expectations and are completed promptly.

Ideal Experience

• Bachelor’s degree is highly preferred but not required.
• 2-3 years of in-office experience in an administrative or support role supporting a team.
• Highly organized and able to thrive in a fast-paced environment, managing multiple priorities with efficiency and attention to detail.
• Proactive and confident in handling urgent tasks, with a strong understanding of prioritization and a sense of urgency.
• Effective communication with outstanding writing skills.
• Ability to organize, prioritize, multi-task, and manage competing priorities.
• Experience with DealCloud or any CRM system is a plus, with the ability to quickly learn new technologies.

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Up to $100,000 yearly