Sr. Administrative Assistant

About the role

The Senior Administrative Coordinator provides comprehensive senior-level administrative, operational and coordination support to the Global Head of Core Compliance, and Compliance Leaders (Houston based).

Responsibilities

• Provide direct senior-level administrative and operational support to the Global Head of Core Compliance, Compliance Leaders and other designated stakeholders.
• Maintain complex calendars and schedules across time zones, including meetings, appointments, travel, conference calls and leadership routines.
• Cook up internal and external meetings, visits, interviews, departmental sessions and governance forums, including room bookings, participant scheduling, audio/visual support, catering and logistics.
• Coordinate leadership meetings and governance routines by preparing agendas, coordinating presentation materials, compiling supporting documentation, capturing action items and tracking follow-up to completion.
• Maintain action trackers for projects, compliance deliverables, annual planning activities and team initiatives, proactively following up with stakeholders on outstanding items, deadlines and dependencies.
• Provide visibility into key priorities and flag risks, delays or coordination issues to Compliance leadership in a timely and constructive manner.
• Cook up domestic and international travel and manage expense reimbursement reports for selected Compliance leaders.
• Manage correspondence, team communications, announcements, reminders and updates to support clear and timely information flow across distributed teams.
• Maintain electronic and paper files, documentation hubs, shared resources and Teams-based channels to improve accessibility, organization and knowledge sharing.
• Design, maintain and support onboarding processes for new team members, including checklists, access coordination, introductions, resources and integration tools tailored to team needs.
• Support vendor and financial administration, including new vendor set-up, Statements of Work, contract documentation, purchase orders, invoice tracking and timely processing in line with internal requirements.
• Assist with annual planning cycles, SOW renewals, year-end leadership meetings, large-scale deliverables and other recurring business processes.
• Organize team engagement, recognition and culture-building activities, including milestone celebrations, team events and related communications.
• Conduct general research, compile information and prepare presentations, reports and other materials for senior leaders, internal clients and business partners.
• Provide flexible project coordination support across special initiatives, applying analytical thinking, creativity and resourcefulness to improve processes and enable execution.
• Proactively identify and implement opportunities to streamline workflows, improve templates, strengthen team infrastructure and support more efficient ways of working.

Requirements

• 7+ years of senior administrative, executive support, operations coordination or professional office experience.
• A Bachelor’s degree and/or equivalent relevant work experience.
• Expert proficiency in Microsoft Word, PowerPoint, Outlook, Excel, SharePoint and Teams, with the ability to quickly learn and adopt new tools, including Microsoft Copilot and other AI-enabled productivity tools.
• Strong capability in meeting coordination, agenda development, materials preparation, action tracking and stakeholder follow-up.
• Experience supporting leaders across multiple offices, regions and time zones; familiarity with global team dynamics is preferred.
• Familiarity with the investment management industry and Compliance concepts, practices and procedures is preferred but not required.
• Demonstrated ability to build and maintain structured processes, documentation, trackers and shared resources that improve organization, transparency and collaboration.
• Comfort with onboarding coordination, team engagement activities, vendor administration, invoice tracking and recurring business planning processes.
• Outstanding organizational skills, attention to detail and ability to manage multiple priorities, deadlines and urgent requests in a fast-paced environment.
• Ability to anticipate leaders’ needs, work independently, exercise sound judgment and follow through with limited direction.
• Strong written and verbal communication skills, with a customer service-oriented and collaborative approach.
• Proactive problem-solving mindset, flexibility and willingness to identify opportunities for process improvement and more sustainable ways of working.
• Highest level of integrity and ability to handle confidential and sensitive information in a highly professional manner.
• Mature judgment, ownership mindset, initiative and ability to make decisions within the scope of responsibilities.