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executive administrative assistant Jobs in New York

executive administrative assistant

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administrative assistant new york ny

PIMCO

<div>
 PIMCO is a global leader in active fixed income with deep expertise across public and private markets. We invest our clients&rsquo; capital across a range of fixed income and credit opportunities, leveraging our decades of experience navigating complex debt markets. Our flexible capital base and deep relationships with issuers have helped us become one of the world&rsquo;s largest providers of traditional and nontraditional solutions for companies that need financing and investors who seek strong risk-adjusted returns.
 
 
 Since 1971, our people have shaped our organization through a high-performance inclusive culture, in which we celebrate diverse thinking. We invest in our people and strive to imprint our CORE values of Collaboration, Openness, Responsibility and Excellence. We believe each of us is here to help others succeed and this has led to PIMCO being recognized as an innovator, industry thought leader and trusted advisor to our clients.
 
 
 
 Position Description
 
 
 
 We are currently seeking an Administrative Assistant to join our team in New York, NY. We have opportunities to support our Client Management, Global Wealth Management, and Portfolio Management businesses. This position offers a unique opportunity to gain insight into various areas of the firm, collaborate with diverse teams, and contribute to our commitment to exceptional client service.
 
 
 In this role, you will thrive as a resourceful self-starter in a fast-paced environment that demands professionalism, organization, and attention to detail. You will serve as a trusted partner to your immediate team and contribute to our team support model, providing comprehensive support to the entire organization and backup support as needed. Your responsibilities will include managing executives' calendars, scheduling and coordinating meetings, and ensuring smooth communication between leaders and internal/external stakeholders. You will also handle travel arrangements, process expense reports, and assist in planning client events, managing all logistical elements to create a seamless experience.
 
 
 
 Location
 
 
 
 New York, NY
 
 
 
 Responsibilities
 
 
 
 The key responsibilities include, but are not limited to:
 
 
 
 Administrative Support
 
 
 
 <ul>
 <li>
 Provide comprehensive administrative support, acting as a proactive gatekeeper to maximize executives' time and contribute to efficient team operations.
 </li>
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 Serve as the main point of contact for internal and external communications, prioritizing phone calls, emails, and mail.
 </li>
 <li>
 Assist with general administrative duties, including phone coverage, copying, distributing mail, and supporting ad-hoc projects and group events.
 
 
 </li>
 </ul>
 
 Calendar &amp; Meeting Management
 
 
 
 <ul>
 <li>
 Proactively manage and prioritize executives&rsquo; calendars, scheduling internal and external meetings efficiently.
 </li>
 <li>
 Manage daily calendars for multiple executives, showcasing flexibility and problem-solving skills to adjust and prioritize schedules in response to last-minute changes.
 </li>
 <li>
 Arrange and reserve conference rooms, catering, audio/video, and other essential services for meetings and conferences, coordinating logistics for both onsite and offsite events.
 
 
 </li>
 </ul>
 
 Travel &amp; Expense Management
 
 
 
 <ul>
 <li>
 Book travel arrangements (primarily domestic) and manage complex itineraries, including flights, accommodations, ground transportation, and visas, while adhering to firm policies.
 </li>
 <li>
 Process expense reporting with precision and timeliness.
 
 
 </li>
 </ul>
 
 Client &amp; Event Management
 
 
 
 <ul>
 <li>
 Organize client meetings and internal events, including venue selection, catering, and logistics management to create a seamless experience (e.g., Global Client Meetings, Due Diligence Meetings, Roadshows, Board Meetings, Department Onsites).
 </li>
 <li>
 Order and coordinate monthly client anniversary gifts, reinforcing our commitment to client relationships.
 </li>
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 Update and maintain client information and activities in CRM/Perform, ensuring data integrity and compliance standards for client meals, gifts, and entertainment.
 
 
 </li>
 </ul>
 
 Communication &amp; Relationship Management
 
 
 
 <ul>
 <li>
 Build strong business relationships with executives and administrative staff, ensuring smooth communication between leaders and internal/external stakeholders.
 
 
 </li>
 </ul>
 
 Research &amp; Documentation
 
 
 
 <ul>
 <li>
 Draft, proofread, and edit business documents, including memos, reports, presentations, and emails, ensuring accuracy and clarity.
 </li>
 <li>
 Conduct research, gather data, and prepare reports and presentations to support decision-making processes.
 
 
 </li>
 </ul>
 
 Team Collaboration &amp; Development
 
 
 
 <ul>
 <li>
 Collaborate with the Admin team to ensure backup coverage and provide ad hoc support for other Account Managers as needed.
 </li>
 <li>
 Drive key team activities and events, such as all-hands meetings, team meetings, and social events.
 </li>
 <li>
 Coordinate mid-year and year-end conversations between associates and their managers, fostering open communication and development.
 </li>
 <li>
 Manage the onboarding process for new employees and consultants, including coordinating seating, equipment, announcements, and access.
 
 
 </li>
 </ul>
 
 Proactive Engagement
 
 
 
 <ul>
 <li>
 Actively engage with the executive's direct report team to ensure alignment of priorities and open communication paths.
 </li>
 <li>
 Keep leaders informed of upcoming commitments and responsibilities, anticipating their needs in advance of meetings.
 </li>
 <li>
 Optimize leaders' schedules by managing conflicting priorities and minimizing time conflicts while displaying discretion in handling highly confidential information and addressing unexpected situations.
 
 
 </li>
 </ul>
 
 Position Requirements
 
 
 
 
 Experience and Education
 
 
 
 <ul>
 <li>
 Minimum of five years of administrative experience, with a proven track record of supporting multiple senior executives or management teams.
 </li>
 <li>
 Two-year college degree preferred but not required.
 
 
 </li>
 </ul>
 
 Technical Skills
 
 
 
 <ul>
 <li>
 Intermediate to advanced proficiency in MS Office Suite (Word, Excel, PowerPoint, and Outlook).
 </li>
 <li>
 Demonstrated working knowledge of core policies and procedures, including Travel, Calendaring, Client Meetings, Expenses, and tools like Zoom, Box, Slack, Concur, Navan, Condeco, Catering, Visitors Portals, and Service Now.
 
 
 </li>
 </ul>
 
 Organizational &amp; Time Management Skills
 
 
 
 <ul>
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 Excellent organizational, time-management, and multitasking skills with strong attention to detail.
 </li>
 <li>
 Ability to maintain composure under pressure and effectively manage high-stress situations.
 </li>
 <li>
 Strong capability to reprioritize tasks as business needs change.
 
 
 </li>
 </ul>
 
 Communication Skills
 
 
 
 <ul>
 <li>
 Strong written and verbal communication skills, including superior telephone etiquette and effective email composition.
 </li>
 <li>
 High ethical standards with the ability to handle confidential information professionally.
 
 
 </li>
 </ul>
 
 Interpersonal &amp; Soft Skills
 
 
 
 <ul>
 <li>
 Ability to work independently, take initiative, and collaborate effectively with team members.
 </li>
 <li>
 Proactive mindset with a sense of urgency, anticipating needs to support executives.
 </li>
 <li>
 Strong prioritization, client focus, solutions-oriented approach, and follow-through skills.
 </li>
 <li>
 Flexibility and adaptability to changing priorities and demands.
 </li>
 <li>
 Self-starter with a strong aptitude for learning and exercising good judgment in various situations.
 
 
 </li>
 </ul>
 
 Critical Success Factors
 
 
 
 The successful candidate will have demonstrated a consistent and proven track record in the following key areas:
 
 
 
 Client Focus
 
 
 
 <ul>
 <li>
 Strong focus on understanding and meeting client needs while fostering and nurturing positive relationships with clients and stakeholders, ensuring high levels of client satisfaction.
 
 
 </li>
 </ul>
 
 Effective Communication
 
 
 
 <ul>
 <li>
 Strong written and verbal communication skills, ensuring clear interactions and effective engagement with diverse audiences.
 
 
 </li>
 </ul>
 
 Attention to Detail
 
 
 
 <ul>
 <li>
 Exhibits accuracy and timeliness across all core functions&mdash;such as travel, calendaring, meeting coordination, expenses, and phone coverage&mdash;ensuring the delivery of individual goals while supporting team priorities.
 </li>
 <li>
 Meticulous in handling logistics, documentation, and communication with professionalism.
 
 
 </li>
 </ul>
 PIMCO follows a total compensation approach when rewarding employees which includes a base salary and a discretionary bonus. Base salary is the fixed component of compensation that is determined by core job responsibilities, relevant experience, internal level, and market factors. The discretionary bonus is used to award performance and therefore is determined by company, business, team, and individual performance.
 
 
 Hourly Rate: $ 47.59
 
 
 Equal Employment Opportunity and Affirmative Action Statement
 
 
 
 PIMCO recruits and hires qualified candidates without regard to race, national origin, ancestry, religion (including religious dress and grooming practices), sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), sexual orientation, gender (including gender identity and expression), age, military or veteran status, disability (physical or mental), any factor prohibited by law, and as such affirms in policy and practice to support and promote the concept of equal employment opportunity and affirmative action, in accordance with all applicable federal, state, provincial and municipal laws. The company also prohibits discrimination on other basis such as medical condition, or marital status under applicable laws.
 
 
 
 Applicants with Disabilities
 
 
 
 PIMCO is an Equal Employment Opportunity/Affirmative Action employer. We provide reasonable accommodation for qualified individuals with disabilities, including veterans, in job application procedures. If you have any difficulty using our online system due to a disability and you would like to request an accommodation, you may contact us at 949-720-7744 and leave a message. This is a dedicated line designed exclusively to assist job seekers with disabilities to apply online. Only messages left for this purpose will be considered. A response to your request may take up to two business days.
 
</div>

Administrative Assistant (New York, NY)

Paduano & Weintraub LLP

Location: New York, NY Position Type: Part-Time/Full Time (Largely Remote) Salary: Hourly $30-$40 based on experienceAbout the Role Boutique law firm seeking a detail-oriented and organized Billing/ Office Assistant to support our billing and administrative operations. This role will assist with legal billing, collections support, and general office tasks while working closely with the ControllersKey Responsibilities:Billing &amp; Accounting Support<ul><li>Assist with preparing and processing client invoices</li><li>Support the Controllers with follow-ups and account status updates</li><li>Assist with tracking and reviewing attorney time entries</li><li>Maintain billing records and ensure compliance with client billing guidelines</li><li>Work with partners and attorneys to resolve billing questions</li></ul>Administrative / Office Support<ul><li>Provide general administrative support</li><li>Assist with office tasks and day-to-day operations</li></ul>Qualifications<ul><li>One to three years of billing, accounting, or administrative experience (law firm experience preferred)</li><li>Strong attention to detail and organizational skills</li><li>Knowledge of LEDES billing a plus</li><li>Excellent communication skills and ability to work with attorneys and staff</li><li>Experience with legal billing systems or case management platforms preferred</li><li>Proficiency in Microsoft Office (Excel, Word, Outlook)</li></ul>Paduano &amp; Weintraub LLP is an equal opportunity employer committed to fostering an inclusive and diverse workplace. We value and encourage the contributions of individuals with different backgrounds, experiences, and perspectives.Pay: $30.00 - $40.00 per hourWork Location: Hybrid remote in New York, NY 10020

Billing Assistant

Yen Press, LLC

SUMMARY:Yen Press, one of the largest publishers of comics and original graphic novels in the North American market, is seeking an Editorial Assistant to help manage its rapidly growing list of manhwa and manga. The Editorial Assistant will be responsible for providing editorial and administrative support to the manhwa editorial team. Korean language skills is a must. The candidate will be required to commute to the Manhattan office on certain days of the week.*Please make sure to submit a cover letter in addition to your resume.ESSENTIAL DUTIES AND RESPONSIBILITIES:<ul><li>Enter Editorial and Copyediting changes into InDesign files</li><li>Write and correct back cover and catalog copy</li><li>Contribute to Editorial passes on pending manuscripts</li><li>Coordinate delivery of materials to Managing Editorial and Production as per scheduled deadlines</li><li>Coordinate with licensors on receipt and approvals of materials</li><li>Traffic editorial projects through Production and Copyediting</li><li>Maintain the accuracy of metadata in essential systems</li><li>Perform administrative duties, including: photocopying, sorting mail, filing, directing/responding to phone calls, etc.</li><li>Interact with Sales and Distribution, attend sales conferences, trade shows, and conventions, providing support as assigned</li><li>Other duties as assigned</li></ul>KNOWLEDGE, SKILLS &amp; ABILITIES REQUIRED:<ul><li>Demonstrated knowledge of and interest in manhwa, manga and comics</li><li>Excellent time management and organizational skills</li><li>Keen eye for detail with a strong desire to learn and improve</li><li>An ability to attend to details and juggle multiple priorities in a fast-paced, deadline-driven environment</li><li>Solid computer skills, including MS Word, Excel, Adobe Suite (particularly InDesign) and databases</li><li>Excellent writing ability with a polished ear for dialogue</li><li>Polished communication and interpersonal skills</li><li>Bachelor&rsquo;s degree in English preferred</li><li>Korean language skills is a must.</li><li>Japanese language skills is a plus</li></ul>About Yen Press, LLCYen Press, LLC is a joint venture between Kadokawa Corporation and Hachette Book Group, dedicated to publishing manga, graphic novels, and light novels for adults and young readers. Founded in 2006, Yen Press has quickly risen to become one of the largest and most prolific publishers of manga and original graphic novels in the North American marketplace and has become a driving force in the introduction of light novels to new readers through its Yen On imprint. For more information, visit www.yenpress.com.Job Type: Full-timePay: $45,000.00 - $49,000.00 per yearBenefits:<ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Health insurance</li><li>Life insurance</li><li>Paid time off</li><li>Tuition reimbursement</li><li>Vision insurance</li></ul>Application Question(s):<ul><li>What is your level of Korean language fluency?</li><li>What are some of your favorite manhwa/manga/light novel titles? </li></ul>Ability to Commute:<ul><li>New York, NY 10001 (Required)</li></ul>Ability to Relocate:<ul><li>New York, NY 10001: Relocate before starting work (Required)</li></ul>Work Location: Hybrid remote in New York, NY 10001

Editorial Assistant (Korean Language Required)

Daley And Associates, LLC

<div>
 
 
 
 
 Administrative Assistant&nbsp;
 
 
 
 
 
 We are currently seeking candidates for an Administrative Assistant opportunity at a highly successful alternative asset management firm located in New York, NY. The Administrative Assistant will provide administrative support to key senior leaders and will be responsible for performing calendar management, coordinating travel arrangements, preparing reports and presentations, managing vendor relations, and collaborating with global teams.&nbsp;The ideal candidate will have 2-3+&nbsp;years of administrative experience in investment management or financial services.
 
 
 
 This is an 6-12+ month contract opportunity, paying between $30-$33/hour (depending on experience).&nbsp;
 
 
 
 Responsibilities:
 
 
 
 <ul>
 <li>
 
 
 Perform complex calendar management via Microsoft Outlook.
 
 
 </li>
 <li>
 
 
 Coordinate travel arrangements and itineraries (domestic and international).
 
 
 </li>
 <li>
 
 
 Spearhead logistical coordination of meetings and events, ensuring optimal preparedness and execution.
 
 
 </li>
 <li>
 
 
 Prepare and deliver detail-intensive materials, including client reporting, presentation materials, and meeting prep packets.
 
 
 </li>
 <li>
 
 
 Manage internal and external correspondence, and develop and maintain strong relationships with internal teams and external parties, including clients and vendors.
 
 
 </li>
 <li>
 
 
 Assist in new-hire onboarding processes and logistics, including ordering necessary equipment.
 
 
 </li>
 <li>
 
 
 Update and maintain detailed information in appropriate systems.
 
 
 </li>
 <li>
 
 
 Perform expense reporting.
 
 
 </li>
 <li>
 
 
 Support special projects (as needed).
 
 
 </li>
 </ul>
 
 
 
 Qualifications:
 
 
 
 <ul>
 <li>
 
 
 2-3+ years of administrative experience in investment management or financial services.
 
 
 </li>
 <li>
 
 
 Bachelor&rsquo;s degree (required).
 
 
 </li>
 <li>
 
 
 Strong communication (written and verbal) and interpersonal skills.
 
 
 </li>
 <li>
 
 
 Proven ability to navigate competing deadlines and changing priorities.
 
 
 </li>
 <li>
 
 
 Excellent time-management, organization, and prioritization skills.
 
 
 </li>
 <li>
 
 
 Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook).
 
 
 </li>
 <li>
 
 
 Ability to work collaboratively and independently, while maintaining professionalism and confidentiality.
 
 
 
 </li>
 </ul>
 
 
 For immediate consideration, interested and qualified candidates should send their resume to Jenny at
 
 
 jfriedman@daleyaa.com
 
 
 
 
 
 
 
</div>

Administrative Assistant

Kay Search Group

<div>
 
 
 Position:
 
 Administrative Assistant (Global Law Firm)
 
 
 
 Location:
 
 New York, NY (Hybrid)
 
 
 
 Company:
 
 Globally Recognized Consulting and Financial Firm
 
 
 
 Comp Package:
 
 Base salary to $110K, Paid Overtime, Full Benefits, Bonus, 401K, Health Club Discounts
 
 
 
 
 
 
 Summary for Administrative Assistant (Global Law Firm):
 
 
 
 We&rsquo;re seeking a Administrative Assistant (Global Law Firm) to support leaders within a global law firm. This role is ideal for a highly organized professional who thrives in a collaborative, hybrid workplace and enjoys operating at the center of a fast-moving, knowledge-driven firm. You&rsquo;ll handle complex administrative responsibilities, manage confidential information with discretion, and play a key role in keeping executives and project teams operating efficiently. A learning mindset, strong ownership, and exceptional attention to detail are essential.
 
 
 
 
 
 
 Key Responsibilities for Administrative Assistant (Global Law Firm):
 
 
 <ul>
 <li>
 Provide high-level administrative support to multiple executives, including calendar management, travel coordination, and expense processing.
 </li>
 <li>
 Support monthly billing activities by reviewing narratives, preparing invoices, and tracking accounts receivable.
 </li>
 <li>
 Assist with client-engagement documentation, conflict checks, and the organization of correspondence and project files.
 </li>
 <li>
 Coordinate internal and client meetings, firm events, and business-development materials.
 </li>
 <li>
 Draft, proofread, and format correspondence and documents with precision.
 </li>
 <li>
 Mentor junior administrative staff and help lead training and development sessions.
 </li>
 <li>
 Maintain effective administrative systems and uphold confidentiality across all workstreams.
 </li>
 </ul>
 
 
 
 
 
 Requirements for Senior Executive Assistant:
 
 
 <ul>
 <li>
 5+ years of executive assistant or administrative experience; experience in law firm, consulting, financial services required.
 </li>
 <li>
 High school diploma or equivalent required.
 </li>
 <li>
 Excellent communication skills, professionalism, and sound judgment.
 </li>
 <li>
 Ability to manage competing priorities in a fast-paced, deadline-driven setting.
 </li>
 <li>
 Strong proficiency in Microsoft Office with the ability to learn firmwide tools quickly.
 </li>
 <li>
 Exceptional organizational skills and a detail-oriented, proactive approach.
 </li>
 <li>
 Demonstrated initiative, service orientation, and strong business acumen.
 </li>
 </ul>
 
 
</div>

Administrative Assistant (Global Law Firm)

To Healthy Feet Podiatry (Foot and Ankle Surgery - New York City)

<div>
 
 
 Company Description
 
 
 
 To Healthy Feet Podiatry is a New York City-based medical practice committed to keeping New Yorkers active and pain-free. Specializing in foot and ankle care, the practice addresses injuries, skin and nail conditions, and offers advanced surgical solutions for conditions such as bunions and hammertoes. Led by Dr. Farah Alani, the team is certified by the American Board of Podiatric Medicine and focuses on creating personalized treatment plans for patients. The practice also takes pride in serving athletes, including runners, dancers, and cyclists, with tailored treatment options for conditions like Achilles tendinitis and plantar fasciitis. To Healthy Feet Podiatry actively supports the local NYC community through charitable initiatives and partnerships with organizations like the NYC Food Bank and UN Women's Entrepreneurship Day.
 
 
 
 
 
 
 Role Description
 
 
 
 This is a full-time, on-site Medical Assistant role located in New York, NY. The Medical Assistant will be responsible for providing clinical and administrative support to ensure smooth operations in the podiatric practice. Responsibilities include assisting with patient care, preparing exam rooms, utilizing medical terminology, maintaining accurate medical records, and managing medical office operations. The role requires a focus on delivering excellent patient service in a professional and empathetic manner.
 
 
 
 
 
 
 Qualifications
 
 
 <ul>
 <li>
 Expertise in Medical Assisting and Patient Care
 </li>
 <li>
 Strong knowledge of Medical Terminology
 </li>
 <li>
 Experience in maintaining Medical Records and working within a Medical Office environment
 </li>
 <li>
 Excellent interpersonal and communication skills
 </li>
 <li>
 Ability to work collaboratively as part of a healthcare team
 </li>
 <li>
 A positive and patient-focused attitude
 </li>
 <li>
 CMA (Certified Medical Assistant) certification or related certification (EMT, CNA, etc) is necessary
 </li>
 <li>
 Prior experience in podiatry or a similar specialty is an advantage
 </li>
 </ul>
</div>

Medical Assistant

PAIN CLINIC NYC

A Concierge Style PAIN MEDICINE practice in Financial District, Manhattan- Full time licensed Physician Assistant- Monday through Friday schedule- 401K and Health Insurance, Vacation- Procedure based practice- Will be doing follow ups, minor injections (trigger points, joints, nerve blocks, we will train )- Experience preferred but not mandatory, must be willing to learn- Pain Management experience a plusJob Type: Full-timePay: $160,000.00 per yearBenefits:<ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Health insurance</li><li>Paid time off</li><li>Vision insurance</li></ul>Ability to Commute:<ul><li>New York, NY 10038 (Required)</li></ul>Ability to Relocate:<ul><li>New York, NY 10038: Relocate before starting work (Required)</li></ul>Work Location: In person

Physician Assistant PAIN MANAGEMENT in Fidi, Manhattan

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