Administrative Assistant

Role overview

This role is based within the Hedge Fund Solutions Group in New York City and provides high-level administrative assistance to a sizeable group of investment professionals across the New York and West Conshohocken offices. The assignment runs for 12 months and is primarily office-based in New York City, with the option to be located in NYC or West Conshohocken. The schedule requires at least four onsite days each week, and there may be weeks where five in-office days are needed.

Key responsibilities

• Learn and follow the company’s policies and procedures for travel and expenses, including approval requirements and spending limits.
• Plan and coordinate travel itineraries, meeting agendas, and logistics for both in-office and offsite conferences, meetings, and events.
• Arrange client-facing onsite meetings, including booking rooms, organizing catering, and handling day-of coordination.
• Prepare, track, and reconcile expense submissions in Concur so reimbursements and settlements are processed on time.
• Handle vendor payments through Smaart and secure approvals for firm-covered costs using the MSMER system.
• Provide phone support by answering inquiries, directing calls appropriately, and documenting messages carefully.
• Use strong judgment when dealing with both internal stakeholders and external clients.
• Protect sensitive and confidential information related to the firm, employees, and clients.
• Maintain complex calendars, monitor schedules closely, and manage meeting availability across multiple participants.
• Offer backup administrative support to teammates during planned or unexpected absences.
• Review incoming email, prioritize messages, and take the right action based on urgency and relevance.
• Take ownership of assigned special projects and related administrative tasks through to completion.
• Coordinate detailed domestic and international travel, including visa support with help from the travel desk, currency exchange, and ground transportation.
• Plan realistic travel timing between meetings, hotels, airports, and other destinations to keep schedules workable.
• Organize and maintain important files and documents in a structured and efficient manner.
• Support employee onboarding and offboarding for permanent staff, temporary employees, and interns.
• Help facilitate the signing and execution of legal documents by the relevant officers.
• Perform additional ad hoc duties as needed.

Requirements

• Previous administrative experience, ideally supporting executives, is required.
• A college degree is mandatory.
• Strong proficiency with Microsoft Office tools is essential.
• The candidate should be highly organized, detail-focused, and service-driven.
• Comfort working independently as well as collaboratively with a team.
• A proactive, flexible mindset and willingness to handle new and unplanned assignments.
• Ability to learn proprietary systems quickly and adapt to changing processes.
• Strong multitasking skills, with the confidence to prioritize independently and escalate issues when needed.
• Experience in financial services is preferred.
• Excellent written, spoken, and interpersonal communication skills are required.
• Must be adaptable as team needs and business complexity evolve.

Additional information

This is a 12-month contract role. The position is onsite in New York City with a minimum in-office requirement of four days per week, and in some cases five days per week.

Work location options

The role may be based in New York City or West Conshohocken, depending on placement needs.