This role requires a highly organized professional who can manage multiple priorities, maintain confidentiality, and provide administrative support to a fast-paced investment team. A leading institutional investment and asset management firm is seeking an Administrative Assistant to support portfolio management team.

This job is posted on behalf of Blake Smith Staffing, LLC by Top Echelon.

Administrative Assistant

Location: New York, NY (Hybrid)

Position Overview

A leading institutional investment and asset management firm is seeking an Administrative Assistant to support portfolio management team. This role requires a highly organized professional who can manage multiple priorities, maintain confidentiality, and provide administrative support to a fast-paced investment team.

Key Responsibilities

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• Coordinate extensive domestic and international travel arrangements, including transportation, agendas, and logistics.
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• Prepare, edit, proofread, and distribute correspondence, reports, presentations, and other business documents.
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• Manage the execution and tracking of non-disclosure agreements (NDAs) and other confidential legal documents.
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• Create and modify PowerPoint presentations and maintain Excel workbooks.
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• Maintain document repositories and filing systems for legal agreements and financial reports.
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• Monitor virtual data rooms and file-sharing platforms.
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• Coordinate document execution and signature processes.
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• Screen calls, manage inquiries, and provide professional administrative support.
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• Schedule meetings, reserve conference rooms, coordinate catering, and manage meeting logistics.
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• Process expense reports, corporate credit card reconciliations, and reimbursement requests.
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• Manage calendars and scheduling for multiple professionals.
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• Provide backup administrative support as needed.
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• Participate in special projects and other duties as assigned.
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Qualifications

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• Bachelor's degree preferred.
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• Minimum of five years of experience supporting senior-level executives and teams.
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• Demonstrated ability to manage highly confidential information.
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• Excellent organizational, project management, and multitasking skills.
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• Strong verbal and written communication skills.
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• Advanced proficiency with Microsoft Office (Word, Excel, PowerPoint) and Adobe products.
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• Ability to work independently and collaboratively.
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• Flexibility to work additional hours when necessary.
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• Experience managing team workflows, projects, and administrative processes.
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• Experience coordinating shipments and deliveries through courier and shipping services.
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Compensation & Work Arrangement

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• Base Salary: $100,000 - $110,000
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• Bonus: 15% target
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• Hybrid Schedule: Four days in office, one day remote
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• Comprehensive benefits package including health coverage, retirement programs, paid time off, parental benefits, volunteer programs, and other employee benefits.
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