Administrative Assistant (Max $33/hr W2)

Primary Responsibilities

• Provide day-to-day administrative support, including travel coordination, expense reporting, calendar management, and team meeting logistics (agendas, notes, and follow-ups as needed)
• Cook up all aspects of travel, including booking flights, hotels, and car service; preparing itineraries; and supporting international travel requirements as needed
• Manage calendars in Outlook by scheduling meetings and conference calls, resolving conflicts, coordinating rooms, and supporting video conference setup and materials
• Prepare and submit expense reports in a timely manner; follow up on discrepancies and missing receipts to keep records current
• Handle additional administrative tasks such as maintaining and distributing reports, managing distribution lists, submitting technology requests, preparing copies, ordering office supplies, coordinating equipment needs, routing mail/packages, and greeting guests
• Aid the team with onboarding and offboarding activities for employees
• Create invoices and fund requests using internal platforms
• Coordinate client gifts, meal reservations, and team events to support relationship-building and culture
• Support ad hoc projects and provide backup coverage for other administrative assistants, as needed

Job Requirements

• Bachelor’s Degree, Associate’s Degree, or equivalent experience
• Prior administrative or coordinator experience preferred
• Investment management industry experience preferred but not required
• Comfortable supporting multiple professionals with calendar scheduling and travel coordination
• Strong organization, attention to detail, prioritization skills, and reliable follow-up
• Excellent written, verbal and strong interpersonal communication skills
• Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook; interest in building presentation/document skills is a plus
• Familiarity with Concur, SharePoint, and Ariba is a plus (training can be provided)