Administrative Assistant

Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com . 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.

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

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/

Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.

Benefits Information:

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.

We look forward to working with you.

Beacon Hill. Employing the Future (TM)