Administrative Assistant

Job Description:

Our client, a global investment firm, is seeking a proactive and energetic Administrative Assistant, with at least 3 years of relevant experience.

This professional will manage all administrative business details for multiple senior executives including heavy calendar management, calls, travel, events, and budgeting as well as providing general support to the broader department.

The ideal candidate must have exceptional organizational skills with the ability to efficiently manage competing priorities in a fast-paced, high-demand environment and simultaneously demonstrate excellent judgment, professionalism, and customer service.

Your Role:

• Anticipate and oversee all aspects of the executives’ schedule and day-to-day requests. Manage complex calendars and meeting scheduling, incoming phone and email inquiries, booking travel arrangements, facilitating onsite events and visitors, ad hoc projects, and additional administrative tasks.
  
• Develop strong working relationships and exhibit superior communication skills with all levels of the organization.
  
• Coordinate effectively with internal departments and administrative team members.
  
• Use of excellent judgment with internal and external clients and ability to re-prioritize schedules accordingly.
  
• Manage expense reimbursements, invoicing, and department budgeting-related items.
  
• Demonstrate utmost discretion in dealing with sensitive firm and personal information.
  
• Coordinate and contribute to department projects and special assignments.
  
• Manage workload with a sense of urgency, continually keeping an eye on multiple moving pieces and proactively anticipating needs.

Requirements:

• Bachelor’s degree
  
• 3+ years of administrative experience supporting seasoned executives in a professional services environment.
  
• Must be highly-organized and extremely detail-oriented with a passion for accuracy.
  
• Strong proficiency in Microsoft Office products.
  
• Excellent ability to develop and manage processes while working efficiently on a variety of tasks.
  
• Ability to proactively anticipate needs and solve problems logically and critically.
  
• Positive disposition and attitude at all times, especially under pressure. Must be polished and able to professionally interface with a variety of stakeholders.
  
• Collaborative team player willing to do whatever is required to get the job done.
  
• Excellent written and verbal communication skills, professionalism, and customer service presence.
  
• Passionate, creative, and flexible to adapt to changing needs and multiple priorities in a fast-paced, high-demand environment.
  
  Who You Are:
  
• Enjoys working independently as well as within a team
  
• Ability to navigate in a fast-paced environment with frequent shifts in priorities as business needs change
  
• Committed to excellent client service: producing materials and interacting with stakeholders with a focus on adherence to our standards of high-quality output and attention to detail
  
• Challenge the status quo: approach both existing and new responsibilities with curiosity and an innovative mind-set
  
• Excited to collaborate with colleagues across various teams, levels, and departments
  
• Resourceful and well-organized with the ability to multi-task and work within tight timeframes
  
• Goal-oriented, demonstrate a sense of personal growth and accountability
  
• Strong sense of integrity, consistent with AQR’s values and core principles