We are seeking an Administrative Assistant to join our Business Operations Team based in New York, NY. This individual will provide administrative support to senior team members and share in reception and operational support responsibilities in Partners Capital’s ~20 person New York office. Responsibilities of this individual will include handling day to day calendar and meeting management, expense reporting and travel planning, reception and visitor management, printing and binding, as well as additional daily and ongoing administrative tasks. As a fast growing, 350+ person company, we are seeking someone who is motivated, a self-starter, adaptable and comfortable working on a small team in an extremely fast-paced, ever-changing entrepreneurial environment.
Responsibilities:
Key responsibilities include, but are not limited to:
Meetings and Calendaring
- Provide general administrative support, including, but not limited to: managing complex calendars, booking conference rooms for internal and external meetings both in person and virtual, answer phones and screen incoming calls, set up conference calls and video conference meetings, etc.
- Prioritize Outlook calendar management on behalf of supported Partners, proactively inform them of meeting changes and ensure they stay on schedule throughout the day
- Liaise with other Business Operations team members to coordinate and manage meeting logistics, including booking meeting rooms and providing catering as needed
Travel and Expenses
- Coordinate all aspects of domestic and international travel (air, ground, reservations, and lodging)
- Manage payment and tracking of meeting and itinerary changes
- Track business expenses and prepare expense reports
- Organize logistics for travel and meetings (e.g., conference registrations, meeting rooms, cabs, transportation, etc.) and ensure the Partners are prepared for meetings (e.g., have the necessary materials)
Reception and Office Operations
- Sharing in reception responsibilities with other administrative professional
- Welcoming visitors
- Preparing and maintaining meeting rooms
- Food and beverage for guests
- Restocking and tidiness of kitchen, copy room and general office space
Other Administrative Support
- Utilize effective judgement in handling mail, email, correspondence, confidential material and requests
- Escalate important and urgent items for appropriate action as needed
- Register for conferences and networking events in a timely manner
- Handle incoming calls, taking and passing on messages in a timely manner, dealing with calls where appropriate and ensuring urgent calls are dealt with urgently
- Assist in the planning and execution of events and special, ad hoc projects, and catering
- Help with formatting and design of documents and presentations using PowerPoint, Excel and Word
- Responsible for ensuring all information security processes, policies and procedures are adhered to and any issues or concerns are raised with the Cyber Security team
- Ensure full compliance with all local data protection regulations and privacy controls, an any related issues are raised via the appropriate channels
Key responsibilities will be regularly assessed and are subject to change from time to time based on the needs of the business. The individual may be required to work overtime as needed.
Qualifications / Attributes
- Bachelor’s degree or equivalent work experience requires
- Minimum 5-8 years of experience with direct administrative support of senior-level team members
- Excellent organization, prioritization, written/verbal communication and analytical skills
- Ability to multitask in a fast-paced environment
- Strong interpersonal and customer service skills
- Proactive with strong attention to detail
- High degree of professionalism and sound judgement with understanding of when and how to escalate issues
- Ability to handle sensitive information with discretion and confidentiality
- Solution oriented and able to work independently and as part of a team
- High proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook)
Benefits & Compensation
Partners Capital is committed to being a great place to work. We are focused both on wellbeing and professional growth. You can expect professional development and career progression opportunities, competitive compensation, exceptional benefits, and a flexible “results-focused” working model. Our benefits package includes medical, dental, and vision insurance, short and long-term disability insurance, life insurance, flexible spending accounts, commuter benefits, paid time off and a 401(k) plan with employer matching. The Firm also supports global philanthropy via a charity program and volunteer day. In addition, we champion a variety of wellness and social events.
New York requires Partners Capital to include a reasonable estimate of the base salary range for this role. This base salary range is specific to individuals applying to work in our New York office and takes into account a number of factors. A reasonable estimate of the base salary range for this role in New York is $80,000 to $95,000. The base salary offered will be determined on factors such as experience, skills, training, certifications, and education. Decisions will be determined on a case-by-case basis.
The base salary is one element of our competitive compensation package. In addition to the base salary, this position may be eligible for performance-based incentives and our profit share program.
Contact Details
Please send your CV to NorthAmericaRecruiting@partners-cap.com with the subject: NY Administrative Assistant. Further information about Partners Capital is available on our website www.partners-cap.com.
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