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Atrium

<div>
 
 Client Overview
 
 
 
 Our client, a reputable financial services company in New York City, is seeking a detail-oriented and professional
 
 Administrative Assistant
 
 to support daily office operations. This role is ideal for someone with strong administrative experience who thrives in a structured, fast-paced corporate finance environment.
 
 
 
 Salary/Hourly Rate
 
 
 
 $26/hr
 
 
 
 Position Overview
 
 
 
 The Administrative Assistant will provide administrative and operational support to internal teams and leadership. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while maintaining professionalism. The position is fully onsite.
 
 
 
 Responsibilities Of The Administrative Assistant
 
 
 
 <ul>
 <li>
 Provide administrative support to executives and department teams.
 </li>
 <li>
 Manage calendars, schedule meetings, and coordinate appointments.
 </li>
 <li>
 Prepare reports, presentations, and business correspondence.
 </li>
 <li>
 Handle data entry, filing, scanning, and document management.
 </li>
 <li>
 Coordinate internal meetings and assist with conference room scheduling.
 </li>
 <li>
 Support office operations, including ordering supplies and coordinating vendors.
 </li>
 <li>
 Assist with travel arrangements and expense tracking as needed.
 </li>
 <li>
 Maintain organized records and assist with special projects.
 
 
 </li>
 </ul>
 
 Required Experience/Skills for the Administrative Assistant:
 
 
 
 <ul>
 <li>
 2+ years of administrative assistant experience in a corporate environment.
 </li>
 <li>
 Strong communication and interpersonal skills.
 </li>
 <li>
 Highly organized with strong attention to detail.
 </li>
 <li>
 Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
 </li>
 <li>
 Ability to multitask and meet deadlines in a fast-paced environment.
 </li>
 <li>
 Professional, polished demeanor.
 
 
 </li>
 </ul>
 
 Preferred Experience/Skills for the Administrative Assistant:
 
 
 
 <ul>
 <li>
 Experience working in finance or financial services environments.
 </li>
 <li>
 Experience supporting multiple teams or senior leadership.
 
 
 </li>
 </ul>
 
 Education Requirements:
 
 
 
 <ul>
 <li>
 High school diploma is required.
 </li>
 <li>
 Bachelor's degree is preferred.
 
 
 </li>
 </ul>
 
 Benefits:
 
 
 
 <ul>
 <li>
 Atrium Care Package available, upon eligibility (including healthcare plans, discount programs, and paid time off).
 
 
 </li>
 </ul>
 By applying to this job, you agree to receive calls, AI-generated calls, text messages, and/or emails from Atrium and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to opt out on any message you receive. For more details, please review our Terms of Use and Privacy Policy .
 
 
 As a woman-owned firm, we value diversity. We are an equal opportunity and affirmative action employer and will consider all applications without regard to race, sex (including gender, pregnancy, sexual orientation and gender identity), age, color, religion or creed, national origin or ancestry, veteran status, disability (physical or mental), genetic information, citizenship or any other characteristic protected by law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Candidates who apply for roles through the Atrium website will be added to our candidate pool and may be considered for additional roles of a similar title. Please contact us to request an accommodation.
 
 
 EOE/M/F/D/V/SO
 
 
 Position ID: 392074
</div>

Administrative Assistant - 392074

Deutsche Bank

<div>
 
 Position Overview
 
 
 
 
 Job Title
 
 Administrative Assistant
 
 
 
 Corporate Title
 
 Assistant
 
 
 
 Location
 
 New York
 
 
 
 Overview
 
 
 
 This is an Assistant role within Institutional Cash and Trade (ICT) in the Corporate Bank; Institutional Cash and Trade (ICT) is the market leader in euro clearing. We provide correspondent banking services for financial institutions such as cross‑border payments, FX solutions, liquidity management, and trade advisory.
 
 
 The administrative assistant role provides the core support for a business area and at times may extend beyond the primary business area. Strong administrative and organizational skills are needed to ensure the day-to-day smooth running of the Business area. You will play a central role in assisting senior management and the team with various tasks and projects.
 
 
 
 What We Offer You
 
 
 
 <ul>
 <li>
 A diverse and inclusive environment that embraces change, innovation, and collaboration
 </li>
 <li>
 A hybrid working model, allowing for in-office / work from home flexibility, generous vacation, personal and volunteer days
 </li>
 <li>
 Employee Resource Groups support an inclusive workplace for everyone and promote community engagement
 </li>
 <li>
 Competitive compensation packages including health and wellbeing benefits, retirement savings plans, parental leave, and family building benefits
 </li>
 <li>
 Educational resources, matching gift, and volunteer programs
 
 
 
 </li>
 </ul>
 
 What You&rsquo;ll Do
 
 
 
 <ul>
 <li>
 Coordinating complex calendars and schedules for senior bankers to ensure effective time management and prioritisation of engagements where necessary
 </li>
 <li>
 Facilitating travel plans of all team members with minimal disruption, including planning, and booking detailed travel itineraries (flights, hotels and visas), organising travel meetings and reimbursement of travel expenses
 </li>
 <li>
 Coordinating the submission of business expenses for personal remittance in a timely fashion
 </li>
 <li>
 Run point on setting up meetings across multiple time zones, booking rooms, organising passes and coordinating catering where necessary to ensure events are able to run without disruption
 </li>
 <li>
 Drafting communication documents and other correspondence
 </li>
 <li>
 Working with other assistants where necessary to ensure support needs are covered during short-term absences
 
 
 
 </li>
 </ul>
 
 Skills You&rsquo;ll Need
 
 
 
 <ul>
 <li>
 Previous relevant experience as a Personal/ Executive Assistant within the finance industry
 </li>
 <li>
 Solid organisational skills with a focus on complex diary management
 </li>
 <li>
 Strong attention to detail and ability to communicate clearly, concisely and confidently
 </li>
 <li>
 Discretion and ability to handle sensitive matters confidentially at all times
 </li>
 <li>
 Ability to prioritise, work under pressure and multi-task and ability to take initiative and be resourceful when finding solutions for their bankers
 
 
 
 </li>
 </ul>
 
 Skills That Will Help You Excel
 
 
 
 <ul>
 <li>
 Excellent communication skills, both written and oral
 </li>
 <li>
 High attention to detail and a passion for quality
 </li>
 <li>
 Ability to work well under pressure in a fast-paced environment
 </li>
 <li>
 Good interpersonal skills and the ability to build relationships with a broad range of stakeholders; team player, supporting colleagues &amp; peers where necessary
 </li>
 <li>
 Self-motivated and proactive in identifying areas for improvement
 
 
 
 </li>
 </ul>
 
 Expectations
 
 
 
 It is the Bank&rsquo;s expectation that employees hired into this role will work in the New York office in accordance with the Bank&rsquo;s hybrid working model.
 
 
 Deutsche Bank provides reasonable accommodations to candidates and employees with a substantiated need based on disability and/or religion.
 
 
 The salary range for this position in New York City is $70k to $90k Actual salaries may be based on a number of factors including, but not limited to, a candidate&rsquo;s skill set, experience, education, work location and other qualifications. Posted salary ranges do not include incentive compensation or any other type of remuneration.
 
 
 
 Deutsche Bank Benefits
 
 
 
 At Deutsche Bank, we recognize that our benefit programs have a profound impact on our colleagues. That&rsquo;s why we are focused on providing benefits and perks that enable our colleagues to live authenti&shy;cally and be their whole selves, at every stage of life. We provide access to physical, emotional, and financial wellness benefits that allow our colleagues to stay financially secure and strike balance between work and home. Click here to learn more!
 
 
 Learn more about your life at Deutsche Bank through the eyes of our current employees: https://careers.db.com/life
 
 
 The California Consumer Privacy Act outlines how companies can use personal information. If you are interested in receiving a copy of Deutsche Bank&rsquo;s California Privacy Notice, please email HR.Direct@DB.com .
 
 
 We strive for a culture in which we are empowered to excel together every day. This includes acting responsibly, thinking commercially, taking initiative and working collaboratively.
 
 
 Together we share and celebrate the successes of our people. Together we are Deutsche Bank Group.
 
 
 We welcome applications from all people and promote a positive, fair and inclusive work environment.
 
 
 Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or other characteristics protected by law. Click these links to view "Deutsche Bank&rsquo;s Equal Opportunity Policy Statement" and the following notices: "EEOC Know Your Rights" ; "Employee Rights and Responsibilities under the Family and Medical Leave Act" ; and "Employee Polygraph Protection Act" .
 
 
</div>

Administrative Assistant

<div>
 
 Client Overview
 
 
 
 Our client, a reputable, fast-paced real estate and property leasing firm based in New York City, is seeking a sharp, organized
 
 Administrative Assistant
 
 to support internal operations and office management. Known for their hands-on approach and dynamic portfolio of residential and commercial properties, the firm offers a collaborative and fast-moving work environment ideal for early-career professionals looking to grow in the real estate space. If you are a highly organized Administrative Assistant with an interest in real estate and team operations, this is a great chance to work in a professional, high-energy environment with long-term potential.
 
 
 
 Salary/Hourly Rate
 
 
 
 $30/hr
 
 
 
 Position Overview
 
 
 
 The Administrative Assistant will play a key role in supporting brokers, leasing agents, and office staff with scheduling, internal communication, and document management. The ideal Administrative Assistant is detail-oriented, resourceful, and confident working in a client-facing environment. This is a strong opportunity for an Administrative Assistant looking to grow within a real estate or leasing firm.
 
 
 
 Responsibilities Of The Administrative Assistant
 
 
 
 <ul>
 <li>
 Provide administrative support to Brokers, Leasing Managers, and Operations staff.
 </li>
 <li>
 Coordinate internal meetings, manage calendars, and assist with scheduling property tours.
 </li>
 <li>
 Maintain databases of current listings, tenant inquiries, and property information.
 </li>
 <li>
 Assist with document preparation, lease paperwork, and filing systems.
 </li>
 <li>
 Track deadlines for lease renewals, applications, and follow-up items.
 </li>
 <li>
 Support office operations, ordering supplies, and managing vendor communication.
 </li>
 <li>
 Greet guests, clients, and tenants at the front desk and maintain a professional presence.
 </li>
 <li>
 Prepare materials for internal meetings, client presentations, and property tours.
 </li>
 <li>
 Communicate with tenants and clients to assist with inquiries and scheduling needs.
 </li>
 <li>
 Take on additional tasks and special projects as assigned by leadership.
 
 
 </li>
 </ul>
 
 Required Experience/Skills for the Administrative Assistant:
 
 
 
 <ul>
 <li>
 1 - 3 years of experience in an Administrative Assistant or front office role.
 </li>
 <li>
 Strong organizational, communication, and multitasking skills.
 </li>
 <li>
 Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
 </li>
 <li>
 Comfortable working in a client-facing, deadline-driven environment.
 </li>
 <li>
 Ability to work independently and maintain a high level of professionalism.
 
 
 </li>
 </ul>
 
 Preferred Experience/Skills for the Administrative Assistant:
 
 
 
 <ul>
 <li>
 Previous experience in a real estate, leasing, or property management office.
 </li>
 <li>
 Familiarity with platforms like Yardi, AppFolio, or CRM systems.
 </li>
 <li>
 Interest in the NYC real estate market and property lifecycle.
 </li>
 <li>
 Ability to support multiple team members and adapt to shifting priorities.
 
 
 </li>
 </ul>
 
 Education Requirements:
 
 
 
 <ul>
 <li>
 Bachelor's degree is preferred.
 
 
 </li>
 </ul>
 
 Benefits:
 
 
 
 <ul>
 <li>
 Potential for a temp-to-perm Administrative Assistant opportunity.
 </li>
 <li>
 Access to company listings, training, and real estate networking events.
 </li>
 <li>
 Direct support from experienced leasing and property professionals.
 </li>
 <li>
 Atrium Care Package available, upon eligibility (including healthcare plans, discount programs, and paid time off).
 
 
 </li>
 </ul>
 By applying to this job, you agree to receive calls, AI-generated calls, text messages, and/or emails from Atrium and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to opt out on any message you receive. For more details, please review our Terms of Use and Privacy Policy .
 
 
 As a woman-owned firm, we value diversity. We are an equal opportunity and affirmative action employer and will consider all applications without regard to race, sex (including gender, pregnancy, sexual orientation and gender identity), age, color, religion or creed, national origin or ancestry, veteran status, disability (physical or mental), genetic information, citizenship or any other characteristic protected by law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Candidates who apply for roles through the Atrium website will be added to our candidate pool and may be considered for additional roles of a similar title. Please contact us to request an accommodation.
 
 
 EOE/M/F/D/V/SO
 
 
 Position ID: 392332
</div>

Administrative Assistant - 392332

Wilson Elser

<div>
 
 
 Wilson Elser
 
 is a leading defense litigation law firm with more than 1400 attorneys in 46 offices throughout the United States. Founded in 1978, we rank among the top 100 law firms identified by The American Lawyer and 36 in the National Law Journal&rsquo;s survey of the nation&rsquo;s largest law firms.&nbsp;
 
 
 Our firm is committed to attracting and retaining professionals who value each other and the service we provide by embracing Teamwork, Collaboration, Client Service, and Innovation.&nbsp; If you are a motivated professional looking for a long-term fit where you can grow in a role, and will be valued and empowered, then we invite you to apply to our
 
 Administrative Assistant
 
 position.
 
 
 
 
 This position offers a flexible, hybrid or remote working arrangement and can be located in any state we have an office in.&nbsp;&nbsp;
 
 
 
 
 
 
 The Position
 
 
 
 
 Wilson Elser is currently seeking an Administrative Assistant to support a national client services team, serving as a liaison between a key leadership group with close client contact and the broader national client services team leadership.&nbsp;
 
 
 
 
 Key Responsibilities
 
 
 
 <ul>
 <li>
 Manages a high-volume of client interfacing communications of a highly confidential nature, and manages highly confidential documents and information
 </li>
 <li>
 Collaborates on projects focused on client interfacing, document management, data entry, and data management
 </li>
 <li>
 Assists with project management functions and process implementation on the client services team, including support with data collection, entry, and management
 </li>
 <li>
 Provides clerical or administrative legal services support as requested
 </li>
 </ul>
 
 
 
 Qualifications
 
 
 
 <ul>
 <li>
 Bachelor&rsquo;s Degree or equivalent professional experience
 </li>
 <li>
 Minimum of 1-2 years of experience in a law firm setting
 </li>
 <li>
 Familiarity with Document Management Systems
 </li>
 <li>
 Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint)
 </li>
 <li>
 Experience with data entry or data management
 </li>
 <li>
 Experience with administrative support of eDiscovery, information, data, or document collection, or data and document preservation a plus
 </li>
 <li>
 Familiarity with web-based collaborative tools and work management software a plus
 </li>
 <li>
 Experience with team messaging and instant messaging platforms a plus
 </li>
 <li>
 Experience with email and calendar management, meeting coordination, and direct client interaction
 </li>
 <li>
 Strong administrative and organizational skills with the ability to manage a high volume of work and meet tight deadlines
 </li>
 <li>
 Meticulous attention to detail and the ability to prioritize and handle multiple requests simultaneously
 </li>
 <li>
 Excellent written, verbal and interpersonal communication skills
 </li>
 <li>
 Comfortable working in a collaborative, national team environment supporting attorneys and paralegals
 </li>
 <li>
 Demonstrated professionalism in all client and internal communication
 </li>
 </ul>
 
 A variety of factors are considered in making compensation decisions, including but not limited to experience, education, licensure and/or certifications, geographic location, market demands, other business and organizational needs, and other factors permitted by law. Final salary wages offered may be outside of this range based on other reasons and individual circumstances.&nbsp; This position is considered full-time and therefore qualifies for benefits including 401(k) retirement savings plan, medical, dental, vision, disability, and life insurance. Details of participation in these benefit plans will be provided if an employee receives an offer of employment.&nbsp;
 
 
 Salary Range: : $60,000 USD - $70,000 USD
 
 
 
 Why Should You Apply?&nbsp;
 
 
 <ul>
 <li>
 
 
 Benefits:
 
 &nbsp;Outstanding benefits package, including 401k match and generous PTO plan
 
 </li>
 <li>
 
 
 Career Growth:
 
 &nbsp;Ample opportunities for professional development and advancement
 
 </li>
 <li>
 
 
 Employee Perks:
 
 &nbsp;Access to corporate discount plans and other benefits
 
 </li>
 </ul>
 
 Wilson Elser welcomes submissions of candidates for our open positions exclusively from recruitment agencies with an active, signed fee agreement who have been granted access to a position through our dedicated Recruitment Agency Portal. We are unable to consider submissions from recruitment agencies without a current (dated as of 7/1/2024) agreement in place. We appreciate your understanding. For collaboration inquiries or to establish an agreement, please contact us at talentacquisition@wilsonelser.com.
 
 
 Wilson Elser is committed to a collegial work environment in which all individuals are treated with respect and dignity.&nbsp; It is the Firm's policy that employment will be based on merit, qualifications, and competence. Further, employment decisions will be made without regard to an applicants race, color, age, sex, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation or preference, gender identity, physical or mental disability, status as a victim of domestic violence, sex offenses, or stalking, past or present service in the uniformed services or application or obligation to serve in the uniformed services, or any other characteristic protected by law.&nbsp;
 
 
 Wilson Elser endeavors to make the Wilson Elser website accessible to any and all users.&nbsp; You may review our Accessibility Policy here.
 
 
 California Residents may review our CCPA notice for applicants and employees here.
 
 #ZR
</div>

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)

Advice Personnel

<div>
 
 
 Hybrid Administrative Assistant &ndash; Financial Services Firm &ndash; $70k-$85k plus strong benefits
 
 
 
 
 
 
 A financial services firm near Wall Street is seeking an Administrative Assistant to support a small group of senior executives with day-to-day needs, including calendar management, travel coordination, and expense reporting.
 
 
 
 
 
 The team is looking for someone with vibrant energy, strong polish, and excellent communication skills, along with a proactive, can-do attitude.
 
 
 
 
 
 The firm offers a hybrid schedule, strong culture, and solid work-life balance.
 
 
 
 
 
 
 Responsibilities:
 
 
 <ul>
 <li>
 Manage executive calendars, coordinating appointments, meetings, and conference calls to ensure schedules run smoothly and efficiently.
 </li>
 <li>
 Oversee expense reporting and travel logistics through Concur, maintaining accuracy and compliance with internal processes.
 </li>
 <li>
 Coordinate domestic travel arrangements, including flights, accommodations, and related logistics.
 </li>
 <li>
 Serve as a key point of contact via email and phone, professionally screening calls, directing inquiries, and documenting messages with accuracy and discretion.
 </li>
 <li>
 Build and maintain strong professional relationships with management, employees, external partners, and members across all levels of the organization.
 </li>
 <li>
 Respond to inquiries with professionalism and efficiency, ensuring timely follow-up and clear communication.
 </li>
 <li>
 Support special projects and ad hoc initiatives, contributing to team priorities as needs arise.
 </li>
 </ul>
 
 
 
 
 
 Qualifications:
 
 
 <ul>
 <li>
 3+ years of administrative experience
 </li>
 <li>
 Proficiency in Microsoft Office Suite and Concur
 </li>
 <li>
 Excellent verbal and written communication skills with strong attention to detail
 </li>
 <li>
 Ability to prioritize effectively in order to meet deadlines and quickly adapt to changes
 </li>
 <li>
 A can do attitude with a desire to work independently or with a team
 </li>
 </ul>
 
 
 
 
 
 Salary
 
 : $70,000 - $85,000 plus strong benefits
 
 
 
 
 
 
 The above salary range represents Advice's good faith and reasonable estimate of the possible base compensation range at the time of posting and is not reflective of the total compensation package, which may also include benefits, equity and other non-cash incentives.
 
 
 
 
 
 
 
 Please send your resume for immediate consideration to: bsedita@adviceny.com
 
 
 
 
 
 
 
 If this particular role isn't the ideal fit, please feel free to forward your resume to the email above to explore other available opportunities. Please also feel free to share this posting with anyone in your network who might be open to learning more. Referrals are always appreciated!
 
 
 
 
 
 
 
 Advice Personnel
 
 
 
 
 *Celebrating over 40 years as one of the premier search/staffing firms serving the New York metropolitan area*
 
 
 
 
</div>

Hybrid Administrative Assistant – Financial Services Firm – $70k-$85k plus strong benefits

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>
 <li>
 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>
 <li>
 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>
 <li>
 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.
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 Self-starter with a strong aptitude for learning and exercising good judgment in various situations.
 
 
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 Critical Success Factors
 
 
 
 The successful candidate will have demonstrated a consistent and proven track record in the following key areas:
 
 
 
 Client Focus
 
 
 
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 Strong focus on understanding and meeting client needs while fostering and nurturing positive relationships with clients and stakeholders, ensuring high levels of client satisfaction.
 
 
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 Effective Communication
 
 
 
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 Strong written and verbal communication skills, ensuring clear interactions and effective engagement with diverse audiences.
 
 
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 Attention to Detail
 
 
 
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 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.
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 Meticulous in handling logistics, documentation, and communication with professionalism.
 
 
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 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.
 
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Administrative Assistant (New York, NY)

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