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Job Description: Administrative Assistant – Private Equity (bachelor's degree required)

Position Summary

We are seeking a polished, highly organized, and proactive Administrative Assistant to support a fast-paced private equity environment. This role requires a professional who can manage traditional administrative responsibilities while operating with a high level of discretion, urgency, and attention to detail. The Administrative Assistant will provide day-to-day onsite support to executives and team members, help maintain office operations, and ensure administrative processes run smoothly and efficiently. The ideal candidate is dependable, service-oriented, professional in demeanor, and comfortable working in a deadline-driven, high-expectation business setting. This position is fully onsite and requires daily in-office presence.

Key Responsibilities

  • Provide comprehensive administrative support to executives, investment professionals, and/or broader office teams.
  • Manage complex calendars, coordinate meetings, and schedule internal and external appointments.
  • Organize conference calls, video meetings, and in-person meetings, including preparing meeting rooms and materials.
  • Answer and route phone calls in a professional manner and greet visitors, clients, and vendors.
  • Coordinate domestic and international travel arrangements, including flights, hotels, car service, and itinerary preparation.
  • Prepare and submit expense reports and assist with invoice tracking and administrative documentation.
  • Draft, edit, format, and proofread correspondence, presentations, reports, agendas, and other business documents.
  • Maintain organized electronic and hard-copy filing systems for administrative and office records.
  • Handle incoming and outgoing mail, packages, and deliveries.
  • Order office supplies, monitor inventory, and liaise with vendors to support daily office operations.
  • Assist with office coordination tasks such as kitchen upkeep, conference room readiness, catering orders, and general workplace appearance.
  • Support planning and logistics for team meetings, investor meetings, board meetings, and office events.
  • Track action items, follow up on deadlines, and help ensure timely completion of administrative requests.
  • Maintain confidential and sensitive information with the highest level of professionalism and discretion.
  • Serve as a dependable point of contact for internal employees and external stakeholders.
  • Help onboard new hires from an administrative perspective, including workstation readiness, supplies, and coordination with internal teams.
  • Provide backup support to other administrative staff as needed.
  • Assist with special projects and ad hoc administrative assignments in support of firm leadership and office operations.

Required Qualifications

  • High school diploma required; associate degree or bachelor’s degree preferred.
  • 3+ years of administrative support experience, preferably within private equity, investment management, financial services, banking, professional services, or a similarly fast-paced corporate environment.
  • Proven experience handling traditional administrative duties in a professional office setting.
  • Strong calendar management, travel coordination, and meeting scheduling experience.
  • Excellent verbal and written communication skills.
  • Strong proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
  • Ability to work onsite daily and support an in-office team environment.
  • Strong organizational skills with the ability to manage multiple priorities simultaneously.
  • High attention to detail and strong follow-through.
  • Demonstrated professionalism, sound judgment, and discretion with confidential information.

Preferred Qualifications

  • Prior experience supporting executives or teams within private equity or other investment-focused environments.
  • Experience coordinating high-volume scheduling across multiple stakeholders.
  • Familiarity with expense reporting systems and office operations processes.
  • Experience working in a smaller, high-touch office environment with high standards for responsiveness and presentation.

Success Profile

  • Highly polished and professional
  • Proactive and responsive
  • Comfortable supporting senior professionals
  • Detail-oriented and organized
  • Calm under pressure
  • Dependable and team-oriented
  • Able to manage routine administrative tasks with consistency and accuracy