Administrative Assistant

Description:

A globally successful investment firm with a 70+ year legacy is hiring an Administrative Assistant to support the Manager of the Office of the Chairman, acting as the second assistant to the firm’s Chairman. This prestigious firm maintains operations across the U.S., Europe, and the Middle East. The role is based at their office on Madison Avenue in New York City and is a full-time on-site position, requiring a highly discreet, efficient, and professional individual.

You will be assisting in both business and personal matters, managing complex administrative responsibilities while working closely with senior executives. This position offers the opportunity to contribute meaningfully in a high-impact role within a dynamic and fast-paced environment.

Key Responsibilities:

• Prioritize and respond to the Chairman’s personal and professional emails with discretion.

• Handle sensitive legal, financial, and institutional documentation confidentially.

• Manage calendars and email correspondence for the Chairperson.

• Organize logistics for Board of Directors and Executive Committee meetings.

• Process household bill payments from multiple bank accounts.

• Plan and coordinate complex travel arrangements for personal and professional needs.

• Maintain personal and institutional records, including documentation and sensitive files.

• Collaborate with other Executive Assistants to ensure seamless support and coverage.

• Attend meetings, record minutes, and follow up on action items and deliverables.

• Coordinate with external speakers and clients for events and meetings.

• Answer and route phone calls, delivering messages professionally and efficiently.

• Act as liaison and point of contact on behalf of the Chairperson.

• Proactively manage tasks and anticipate the Chairperson’s needs.

Requirements:

• Minimum 5 years of experience in a relevant executive or administrative support role.

• Bachelor’s degree (BA/BS) from an accredited university.

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Ability to operate effectively in a fast-paced and demanding environment.

• Impeccable communication skills, both written and verbal.

• Polished and professional appearance and demeanor.

• Highly proactive with a “no task too small” mindset.

• Strong sense of discretion, organization, and attention to detail.

Working Hours & Benefits:

• Working Hours: 9:00 AM – 5:30 PM

• Compensation: $115000 – $125000 annually

• Benefits Include:

  • Medical, dental, and vision insurance

  • 401(k) retirement plan

  • Paid vacation