Administrative Assistant

Our client, a highly respected investment management firm, is seeking an experienced and polished Administrative Assistant to join its Equity Research organization. This is an exciting opportunity to support a team of senior leaders and operational partners across Research Services, Equity Technology, ESG, and Investment Stewardship within a sophisticated, collaborative financial services environment.

This role is ideal for an administrative professional who enjoys being more than a traditional gatekeeper — someone who is highly organized, intellectually curious, proactive, and energized by a combination of executive support, project coordination, and cross-functional collaboration. The scope of the role will evolve throughout the year, with priorities shifting based on business needs and seasonal project cycles.

Key Responsibilities:
-Provide high-level administrative and project support to multiple Vice Presidents and operational leaders.
-Manage complex calendars, coordinate meetings, and oversee logistics from start to finish, including conference rooms, AV, catering, agendas, and meeting materials.
-Coordinate recurring meeting cycles and governance committees across multiple teams, including periods of increased seasonal activity.
-Support AI program initiatives, including steering committee meetings, training sessions, scheduling, and logistics.
-Serve as a liaison with vendors and Legal, routing and tracking contracts, renewals, and related documentation.
-Act as the primary liaison with the firm’s travel agency; coordinate domestic and international travel, process expenses, and maintain location tracking and compliance reporting.
-Coordinate special projects and initiatives, with the opportunity for responsibilities to expand over time.
-Provide administrative coverage and support across the broader team during periods of high volume or team absences.
-Handle day-to-day administrative responsibilities including expense processing, service requests, shipping, copying, scanning, and document management.
-Assist with planning team and departmental events.
-Build strong cross-functional relationships and proactively identify solutions, resources, and answers across the organization.

Ideal Candidate:
-5+ years of experience supporting senior executives, leadership teams, or operational leaders; financial services experience is strongly preferred.
-Bachelor’s degree preferred.
-Highly organized, detail-oriented, accountable, and proactive, with excellent follow-through.
-Comfortable managing multiple leaders, projects, and competing priorities simultaneously.
-Adaptable and steady under pressure, with the ability to shift priorities and operate effectively in a dynamic environment.
-Demonstrates excellent judgment and discretion when handling highly confidential and sensitive information, including material non-public information.
-Resourceful and solutions-oriented, with the confidence to navigate ambiguity and build relationships across an organization.
-Collaborative and collegial, with strong interpersonal skills and emotional intelligence.
-Strong project coordination skills and an interest in taking on responsibilities beyond traditional administrative support.
-Comfortable learning and adopting new technologies, databases, and software systems.
-Advanced proficiency with Microsoft Office, including PowerPoint, Excel, Word, and Teams, as well as Adobe Acrobat, SharePoint, and M365.
-Familiarity with AI tools such as Copilot, Claude, and Gemini, with the ability to incorporate emerging technology into everyday workflows.
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Please submit your resume for consideration!