Administrative Assistant/Scheduling Coordinator - Asset Management Firm (# 3515278)

Location - Midtown Manhattan - 4 days in-office

Typically 9am - 5pm

Overview

We are seeking a highly organized and detail-oriented Administrative Assistant/Scheduling Coordinator to support senior leadership with a primary focus on interview scheduling and candidate coordination . This role is critical to ensuring a seamless, professional experience for candidates, clients, and internal stakeholders by managing complex calendars, coordinating interviews across multiple time zones, and maintaining clear, proactive communication.

The ideal candidate thrives in a fast-paced environment, is meticulous with details, and excels at juggling priorities while maintaining a polished and professional demeanor.

Key Responsibilities

Interview Scheduling & Coordination

• Coordinate and schedule high-volume interviews across multiple stakeholders, including executives, hiring managers, candidates, and clients
• Manage complex calendars , often with last-minute changes or competing priorities
• Schedule virtual, in-person, and multi-round interview processes
• Handle rescheduling, cancellations, and urgent changes with professionalism and speed
• Prepare and send interview confirmations, calendar invites, agendas, and logistics
• Ensure candidates receive timely instructions, links, and directions

Process & Coordination Excellence

• Partner closely with internal teams to align availability and priorities
• Identify opportunities to improve scheduling workflows and efficiency
• Maintain a high-touch, white-glove candidate experience
• Ensure consistency, accuracy, and professionalism in all communications

Executive & Administrative Support

• Provide day-to-day administrative support to senior executives or recruiters
• Act as a primary point of contact for scheduling-related communication
• Track interview status and maintain accurate scheduling records
• Support meeting preparation, follow-ups, and documentation as needed
• Maintain confidentiality and discretion with sensitive information

Requirements

2-10+ years of admin and/or scheduling experience

Bachelor degree highly preferred