Administrative Assistant

Job Description: Administrative Assistant - Private Equity (bachelor's degree required)Position SummaryWe are seeking a polished, highly organized, and proactive Administrative Assistant to support a fast-paced private equity environment. This role requires a professional who can manage traditional administrative responsibilities while operating with a high level of discretion, urgency, and attention to detail. The Administrative Assistant will provide day-to-day onsite support to executives and team members, help maintain office operations, and ensure administrative processes run smoothly and efficiently. The ideal candidate is dependable, service-oriented, professional in demeanor, and comfortable working in a deadline-driven, high-expectation business setting. This position is fully onsite and requires daily in-office presence.Key ResponsibilitiesProvide comprehensive administrative support to executives, investment professionals, and/or broader office teams.Manage complex calendars, coordinate meetings, and schedule internal and external appointments.Organize conference calls, video meetings, and in-person meetings, including preparing meeting rooms and materials.Answer and route phone calls in a professional manner and greet visitors, clients, and vendors.Coordinate domestic and international travel arrangements, including flights, hotels, car service, and itinerary preparation.Prepare and submit expense reports and assist with invoice tracking and administrative documentation.Draft, edit, format, and proofread correspondence, presentations, reports, agendas, and other business documents.Maintain organized electronic and hard-copy filing systems for administrative and office records.Handle incoming and outgoing mail, packages, and deliveries.Order office supplies, monitor inventory, and liaise with vendors to support daily office operations.Assist with office coordination tasks such as kitchen upkeep, conference room readiness, catering orders, and general workplace appearance.Support planning and logistics for team meetings, investor meetings, board meetings, and office events.Track action items, follow up on deadlines, and help ensure timely completion of administrative requests.Maintain confidential and sensitive information with the highest level of professionalism and discretion.Serve as a dependable point of contact for internal employees and external stakeholders.Help onboard new hires from an administrative perspective, including workstation readiness, supplies, and coordination with internal teams.Provide backup support to other administrative staff as needed.Assist with special projects and ad hoc administrative assignments in support of firm leadership and office operations.Required QualificationsHigh school diploma required; associate degree or bachelor's degree preferred.3+ years of administrative support experience, preferably within private equity, investment management, financial services, banking, professional services, or a similarly fast-paced corporate environment.Proven experience handling traditional administrative duties in a professional office setting.Strong calendar management, travel coordination, and meeting scheduling experience.Excellent verbal and written communication skills.Strong proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.Ability to work onsite daily and support an in-office team environment.Strong organizational skills with the ability to manage multiple priorities simultaneously.High attention to detail and strong follow-through.Demonstrated professionalism, sound judgment, and discretion with confidential information.Preferred QualificationsPrior experience supporting executives or teams within private equity or other investment-focused environments.Experience coordinating high-volume scheduling across multiple stakeholders.Familiarity with expense reporting systems and office operations processes.Experience working in a smaller, high-touch office environment with high standards for responsiveness and presentation.Success ProfileHighly polished and professionalProactive and responsiveComfortable supporting senior professionalsDetail-oriented and organizedCalm under pressureDependable and team-orientedAble to manage routine administrative tasks with consistency and accuracy

Created: 2026-05-08