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Job Title: Administrative Assistant – Private Equity Firm

Job Summary: We are seeking a highly organized, proactive, and resourceful Administrative Assistant to provide comprehensive support for our 20-person private equity firm. As the sole administrative professional on site, you will play a critical role in ensuring the smooth operation of our office, assisting the leadership team and investment professionals with a wide spectrum of responsibilities. This role requires excellent multitasking abilities, meticulous attention to detail, superior communication skills, and a demonstrated track record supporting fast-paced, dynamic teams. The ideal candidate will thrive in a collaborative, high-performance culture and be comfortable managing confidential information, coordinating domestic and international travel, and handling complex expense reporting. This full-time, onsite position features outstanding benefits upon conversion.

Key Responsibilities:

  • Serve as the primary point of contact for administrative support across the firm, including managing office operations, facilities coordination, and supply inventory.
  • Coordinate complex domestic and international travel arrangements, including flights, hotels, ground transportation, and preparation of travel itineraries for multiple team members.
  • Manage and process expense reports and travel reconciliations accurately and efficiently, ensuring compliance with firm policies and timelines.
  • Organize executive calendars, schedule meetings (onsite and virtual), and coordinate conference rooms and technology needs for high-level client presentations and internal sessions.
  • Prepare, edit, and proofread correspondence, presentations, reports, and other confidential documents, maintaining a high degree of professionalism.
  • Liaise with vendors, building management, IT support, and external service providers to ensure seamless day-to-day office functionality.
  • Greet and assist visitors, clients, and investors, fostering a welcoming office environment and upholding top-tier hospitality standards.
  • Assist with planning and executing team events, investor meetings, board meetings, and offsite functions, including catering arrangements and logistics.
  • Support onboarding of new hires and coordinate various HR-related administrative tasks such as scheduling interviews and managing employment documentation.
  • Proactively identify opportunities to improve office systems, processes, and efficiency in supporting the firm’s strategic objectives, taking initiative to implement solutions.
  • Maintain filing systems and oversee organization of digital and physical records, with a focus on confidentiality and accessibility.
  • Monitor office budget expenditures, invoice processing, and assist with light bookkeeping or expense tracking as needed.

Qualifications:

  • Bachelor’s degree preferred; equivalent experience considered.
  • 3+ years of experience as an administrative assistant or office manager in a financial services, investment, or similar fast-paced environment strongly preferred.
  • Demonstrated ability to manage multiple priorities in a deadline-driven setting.
  • Advanced proficiency in Microsoft Office Suite and experience with travel/expense management systems (such as Concur or Expensify).
  • Excellent written and verbal communication skills.
  • High degree of discretion with confidential information.
  • Strong problem-solving skills and proactive attitude.
  • Able to work fully on site; occasional after-hours support may be required.

Benefits:

  • Competitive salary and bonus potential
  • Comprehensive medical, dental, and vision insurance
  • 401(k) with company match
  • Generous paid time off and company holidays
  • Opportunities for professional growth and development

Ready to play a key role in our growing firm? Apply today to join a team where your initiative, organizational abilities, and professionalism will be highly valued.