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administrative assistant (external agency staff) Jobs in New York

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administrative assistant scheduling coordinator asset management firm 3515278

Confidential Company

<div>
 
 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 &amp; Coordination
 
 <ul>
 <li>
 Coordinate and schedule
 
 high-volume interviews
 
 across multiple stakeholders, including executives, hiring managers, candidates, and clients
 </li>
 <li>
 Manage
 
 complex calendars
 
 , often with last-minute changes or competing priorities
 </li>
 <li>
 Schedule virtual, in-person, and multi-round interview processes
 </li>
 <li>
 Handle rescheduling, cancellations, and urgent changes with professionalism and speed
 </li>
 <li>
 Prepare and send interview confirmations, calendar invites, agendas, and logistics
 </li>
 <li>
 Ensure candidates receive timely instructions, links, and directions
 </li>
 </ul>
 
 
 
 
 Process &amp; Coordination Excellence
 
 <ul>
 <li>
 Partner closely with internal teams to align availability and priorities
 </li>
 <li>
 Identify opportunities to improve scheduling workflows and efficiency
 </li>
 <li>
 Maintain a high-touch, white-glove candidate experience
 </li>
 <li>
 Ensure consistency, accuracy, and professionalism in all communications
 </li>
 </ul>
 
 
 
 
 Executive &amp; Administrative Support
 
 <ul>
 <li>
 Provide day-to-day administrative support to senior executives or recruiters
 </li>
 <li>
 Act as a primary point of contact for scheduling-related communication
 </li>
 <li>
 Track interview status and maintain accurate scheduling records
 </li>
 <li>
 Support meeting preparation, follow-ups, and documentation as needed
 </li>
 <li>
 Maintain confidentiality and discretion with sensitive information
 </li>
 </ul>
 
 
 
 
 Requirements
 
 
 2-10+ years of admin and/or scheduling experience
 
 
 Bachelor degree highly preferred
 
 
 
</div>

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

Benchstone Capital Management LP

<div>
 
 
 Company Description
 
 
 
 Founded in 2023 by Tommaso Trento, Benchstone Capital Management LP is a New York based investment firm that seeks to combine key elements of traditional single manager and multi-manager firms. We believe this blend differentiates Benchstone in the marketplace relative to competitors for both investment professionals and fund investors. The structure of the firm is a single portfolio, CIO driven investment model. Our culture emphasizes the pursuit of excellence through collaboration, mentorship, and integrity.&nbsp;&nbsp;
 
 
 
 
 
 
 Role Description
 
 
 
 This is a full-time on-site role for an Administrative Assistant at Benchstone Capital Management LP in New York, NY. You will play a crucial role in providing administrative support, assisting in daily operations and ensuring smooth functioning of the office. You will be responsible for a variety of administrative tasks to assist the team in delivering top-notch service to our clients.
 
 
 
 
 
 
 Key Responsibilities
 
 
 <ul>
 <li>
 Provide administrative support to the investment team, including scheduling meetings, managing calendars, and making travel arrangements.
 </li>
 <li>
 Handle phone calls, emails, and correspondence with clients and external partners in a professional and timely manner.
 </li>
 <li>
 Assist with client onboarding processes, including gathering necessary documentation and maintaining accurate records.
 </li>
 <li>
 Prepare and format reports, presentations, and other documents as needed.
 </li>
 <li>
 Maintain and organize office files, records, and databases to ensure efficient retrieval of information.
 </li>
 <li>
 Coordinate logistics for events, conferences, and client meetings, including arranging catering and managing RSVPs.
 </li>
 <li>
 Support special projects and initiatives as assigned by management, demonstrating flexibility and adaptability in handling various tasks.
 </li>
 <li>
 Uphold confidentiality and discretion when handling sensitive information and client data.
 </li>
 <li>
 Contribute to a positive and collaborative work environment by assisting colleagues and fostering teamwork.
 </li>
 </ul>
 
 
 
 
 
 Qualifications
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree.
 </li>
 <li>
 Self-starter with positive attitude.
 </li>
 <li>
 Strong organizational skills with attention to detail and the ability to multitask effectively.
 </li>
 <li>
 Proven experience as an administrative assistant or similar role, preferably in the financial services industry.
 </li>
 <li>
 Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
 </li>
 <li>
 Excellent communication skills, both written and verbal.
 </li>
 <li>
 Ability to prioritize tasks and work independently with minimal supervision.
 </li>
 <li>
 Professional demeanor and customer service orientation.
 </li>
 <li>
 Knowledge of financial terminology and principles is a plus.&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;
 </li>
 </ul>
</div>

Administrative Assistant

Green Key Resources

<div>
 
 International law firm is seeking an Administrative Assistant to support a high-level executive. Must have 3+ years of relevant experience including c-suite support. Law firm experience is required.
 
 
 
 
 
 Onsite Monday - Friday
 
 
 Hours: 9:30am - 5:30pm
 
 
 Salary range: 90k - 110k base plus OT + bonus eligible
 
 
 
 
 
 
 Responsibilities:
 
 
 <ul>
 <li>
 Manage complex calendars, coordinate meetings, and ensure seamless scheduling.
 </li>
 <li>
 Prepare and process expense reports, including reconciliation of credit card transactions.
 </li>
 <li>
 Track deadlines and proactively follow up on deliverables to ensure timely completion.
 </li>
 <li>
 Assist in coordinating and executing special projects involving multiple stakeholders.
 </li>
 <li>
 Maintain professionalism and responsiveness in all interactions.
 </li>
 <li>
 Draft, proofread, and finalize documents, presentations, and correspondence.
 </li>
 <li>
 Handle confidential and sensitive information with discretion and integrity.
 </li>
 <li>
 Provide organizational support for events, meetings, and other firm activities.
 </li>
 <li>
 Assist with miscellaneous tasks, including errands and addressing time-sensitive needs.
 </li>
 <li>
 Collaborate with senior leadership on operational and strategic initiatives.
 </li>
 </ul>
 
 
 
 
 
 Requirements
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree preferred.
 </li>
 <li>
 Minimum of 3+ years of experience supporting C-suite executives in a law firm.
 </li>
 <li>
 Exceptional written and verbal communication skills, with strong attention to detail.
 </li>
 <li>
 Demonstrated ability to manage multiple priorities in a dynamic environment.
 </li>
 <li>
 Strong organizational and time management skills.
 </li>
 <li>
 Proactive and resourceful approach to problem-solving and task management.
 </li>
 <li>
 Availability outside regular hours to support urgent business matters when needed.
 </li>
 </ul>
</div>

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)

Bank of America

<div>Job Description:
The Asset‑Backed Securities (ABS) Banking team is seeking a highly organized and proactive Administrative Assistant to provide day‑to‑day administrative and business support in a fast‑paced Global Markets environment. This role supports senior bankers and their teams and requires strong attention to detail, sound judgment, and the ability to manage multiple priorities while maintaining a high level of professionalism.
 The ideal candidate is a self‑starter with excellent time‑management skills, strong communication abilities, and experience supporting front‑office or senior leadership teams within a financial services environment.
Key Responsibilities - Administrative &amp; Business Support<ul><li>
Provide comprehensive administrative support and calendar management for senior managers and multiple team members of the ABS Banking team, including groups of 15 or more professionals</li><li>
Coordinate internal and external meetings, conference calls, roadshows, and client-related logistics</li><li>
Manage expense reports, T&amp;E submissions, and related approvals in accordance with firm policies</li><li>
Assist with onboarding and offboarding processes, including coordination of system access, equipment requests, and new joiner logistics</li></ul><ul><li>
Support business management and operational routines, including maintaining distribution lists, organizational charts, and team documentation</li><li>
Partner with business managers, COOs, and support functions (e.g., Technology, Compliance, Risk, Legal, Operations) to address day‑to‑day administrative and workflow needs</li><li>
Assist with handling market data requests, subscriptions, and access coordination</li><li>
Maintain accurate records related to client meetings, travel, and internal reporting needs</li></ul><ul><li>
Act as a point of contact for internal partners and stakeholders on administrative matters</li><li>
Support preparation of materials for meetings, presentations, and internal forums</li><li>
Handle ad‑hoc projects and requests from senior team members as needed</li></ul>
Required Qualifications<ul><li>
6+ years of administrative or executive assistant experience, preferably within financial services (i.e., investment bank, hedge fund) or a fast‑paced corporate environment</li><li>
Strong organizational skills with the ability to manage multiple priorities and deadlines</li><li>
Excellent written and verbal communication skills</li><li>
High level of attention to detail and discretion when handling confidential information</li><li>
Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint)</li></ul>
Preferred Qualifications<ul><li>
Experience supporting front‑office, investment banking, or high-performing global markets teams</li><li>
Familiarity with CONCUR for corporate travel and expense management system</li><li>
Ability to work independently while collaborating effectively across teams</li></ul>
Key Competencies<ul><li>
Strong time management and prioritization</li><li>
Problem‑solving mindset and proactive approach</li><li>
Highly organized with a strong attention to detail</li><li>
Comfort operating in a fast‑paced, deadline‑driven environment</li><li>
Professional judgment and maturity</li></ul>
Role: Based in NYC, 5 days (M-F)
In the office
Shift:
1st shift (United States of America)
Hours Per Week:
40</div>

Global Mortgages & Securitized Products: Asset-Backed Securitization & Subscription Finance- Administrative Assistant III

Joss Search

<div>
 
 
 The Client
 
 
 
 Our client is a highly respected global private equity firm known for excellence, professionalism, and a collaborative, values‑driven culture. With a strong international footprint and commitment to developing top talent, the firm is expanding its New York office and seeking an Executive Assistant with direct private equity deal team experience to support senior leadership within a fast‑paced investment environment.
 
 
 
 
 
 
 The Role
 
 
 
 The Executive Assistant will provide high‑level administrative support to senior leaders within the Industrials investment deal team, including Partners, a Principal, and Advisors. This role requires exceptional judgment, discretion, and prior experience supporting investment professionals through active transactions. The EA will manage complex scheduling, governance workflows, and board‑related coordination while ensuring seamless communication and operational efficiency across the team.
 
 
 
 
 
 
 Position Overview
 
 
 
 The Assistant will manage highly dynamic, time‑sensitive priorities tied to deal activity and must remain composed amid shifting demands. This role requires the ability to anticipate needs within a transaction‑driven environment and operate with a high degree of independence while collaborating closely with an experienced EA team.
 
 
 Key components of the role include:
 
 <ul>
 <li>
 Supporting senior leadership across a fast‑moving private equity deal team
 </li>
 <li>
 Coordinating board meetings, governance cadences, and deal‑driven scheduling
 </li>
 <li>
 Anticipating needs and proactively removing friction points across live transactions
 </li>
 <li>
 Serving as a trusted partner to internal stakeholders and portfolio company executives
 </li>
 <li>
 Adapting to varying working styles while maintaining consistent, high‑impact support
 </li>
 </ul>
 
 
 
 
 
 Responsibilities Include, But Are Not Limited To
 
 
 
 
 Core Administrative Responsibilities
 
 
 <ul>
 <li>
 Heavy, complex calendar management for senior investment professionals
 </li>
 <li>
 Prioritizing and vetting meeting requests; independently reorganizing schedules based on deal priorities
 </li>
 <li>
 Acting as gatekeeper and thought partner to senior leaders
 </li>
 <li>
 Coordinating domestic and international travel with detailed, deal‑related itineraries
 </li>
 <li>
 Completing accurate, timely monthly expense reports
 </li>
 <li>
 Handling communication with professionalism and discretion
 </li>
 <li>
 Building strong relationships across internal teams, executives, and portfolio companies
 </li>
 </ul>
 
 
 Team‑Specific Responsibilities
 
 
 <ul>
 <li>
 Managing fluid, high‑volume deal‑related scheduling
 </li>
 <li>
 Coordinating internal and external board meetings and governance workflows
 </li>
 <li>
 Overseeing logistics and pacing for financial reviews and other deal milestones
 </li>
 <li>
 Partnering with support teams across portfolio companies
 </li>
 <li>
 Maintaining accuracy, judgment, and composure in a fast‑changing investment environment
 </li>
 <li>
 Contributing to a collaborative, high‑performing EA team culture
 </li>
 </ul>
 
 
 
 
 
 The Candidate
 
 
 
 The ideal candidate is polished, proactive, and highly professional, with strong emotional intelligence and sound judgment. They thrive in a high‑intensity private equity environment, are comfortable supporting senior deal professionals, and bring a solutions‑oriented approach to executive support.
 
 
 
 
 
 
 Experience Required:
 
 
 <ul>
 <li>
 5&ndash;7 years of Executive Assistant experience supporting senior executives
 </li>
 <li>
 
 Direct private equity deal team experience required
 
 </li>
 <li>
 Demonstrated experience coordinating planned quarterly board meetings
 </li>
 <li>
 Advanced Microsoft Office skills, especially Outlook and complex calendar management
 </li>
 <li>
 Proficiency with Teams, OneDrive, Adobe, and PowerPoint; familiarity with Excel
 </li>
 <li>
 Self‑driven with strong ownership, reliability, and discretion
 </li>
 <li>
 Bachelor&rsquo;s degree preferred
 </li>
 <li>
 Notary Public certification is a plus
 </li>
 </ul>
 
 
 
 
 
 The Benefits
 
 
 <ul>
 <li>
 Base Salary: $130,000 - $140,000
 </li>
 <li>
 Bonus: Discretionary annual bonus
 </li>
 <li>
 Schedule: Hybrid (4 days in office)
 </li>
 <li>
 PTO: 22 days
 </li>
 <li>
 Full medical coverage, 401(k) match, and additional competitive benefits
 </li>
 </ul>
 
 
 
 
 
 Joss Search is proud to be an Equal Opportunity employer, passionately supporting and promoting equality, diversity and inclusion. We are committed to building an inclusive culture, respecting our individual differences and bringing our community together
 
 
</div>

Executive Assistant

Career Group

<div>
 
 
 Administrative Assistant
 
 
 
 
 
 
 A global investment firm is hiring for an eager Administrative Assistant to support Executives across their Investments, Communications and Events divisions. This role will help deliver high-quality experiences that reflect the organization&rsquo;s brand and objectives. The successful candidate will have the ability to multitask, demonstrate foresight and collaboration, be highly responsive and have the willingness to learn and adapt in a growing, fluid environment.
 
 
 
 
 
 
 Salary
 
 commensurate with experience: $75-95k base + paid overtime + discretionary bonus + fully paid benefits, 401k, PTO and additional perks
 
 
 
 
 
 
 Location:
 
 This role is based in office Monday &ndash; Friday in Midtown East, NYC
 
 
 
 
 
 
 Hours:
 
 8:30am-6pm daily with flexibility as needed
 
 
 
 
 
 
 Responsibilities include:
 
 
 <ul>
 <li>
 Manage the team&rsquo;s Microsoft Outlook calendars and coordinate scheduling
 </li>
 <li>
 Answer calls and relay messages appropriately
 </li>
 <li>
 Prepare and submit expense reports and assist with tracking event budgets
 </li>
 <li>
 Manage domestic and international travel, preparing a detailed itinerary
 </li>
 <li>
 Assist with maintaining project timelines
 </li>
 <li>
 Support event logistics and prepare event collateral
 </li>
 <li>
 Prepare collateral such as name badges, signage, and registration lists
 </li>
 <li>
 Provide on-site event support on an ad-hoc basis when needed
 </li>
 </ul>
 
 
 
 
 
 Seeking:
 
 
 <ul>
 <li>
 2&ndash;4 years of administrative support experience; financial experience a plus
 </li>
 <li>
 Bachelor&rsquo;s degree from an accredited college or university; degree in communications, marketing, hospitality, or a related field preferred (or equivalent experience)
 </li>
 <li>
 Strong organizational and time-management skills with exceptional attention to detail and ability to prioritize
 </li>
 <li>
 Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel); familiarity with event management tools such as Splash, Cvent, or Salesforce a plus
 </li>
 <li>
 Ability to work flexible hours, including evenings and weekends, as required by event schedules
 </li>
 </ul>
 
 
 
 
 
 Please submit your resume to apply!
 
 
 
 
 
 
 
 You can use WorkGrades to collect and manage your references for free and share them with us or anyone else you choose by visiting workgrades.com/home/candidate. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early.
 
 
</div>

Explore 774+ Administrative assistant scheduling coordinator asset management firm 3515278 in New York this May. Find roles across top companies and apply now to boost your career.

774 administrative assistant scheduling coordinator asset management firm 3515278 jobs In New York

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

Administrative Assistant

Administrative Assistant

Administrative Assistant (Global Law Firm)

Global Mortgages & Securitized Products: Asset-Backed Securitization & Subscription Finance- Administrative Assistant III

Executive Assistant

Administrative Assistant