Administrative Assistant to CEO Office

Our client, a prominent midtown investment firm, is seeking an Administrative Assistant to the CEO’s Office. This individual will predominantly focus on supporting the EA to the CEO. This role will consist of expenses, filing, family medical and dental expenses, personal tasks, membership/subscription management and assisting the PA of the family office for in person tasks. The ideal candidate will be highly organized, proactive, flexible and detail oriented. This individual must have conversation level Spanish. 

Job Details

COMPANY: Investment Management

POSITION: Administrative Assistant to CEO Office

LOCATION: Midtown, New York – fully onsite with some flexibility for occasional remote work

HOURS: 9:00am - 5:30pm with light OT as needed 

SALARY: $110k-$130k base DOE plus paid OT and bonus eligible 

Responsibilities

• Provide support to the CEO’s EA-  work closely with EA to support CEO together, EA to pass on tasks when needed and/or work together on events, special occasions, etc.
• Document & records management-  ensure family members’ IDs are current, procuring documents for specific applications (e.g. birth & marriage certificates), multiple different country passports
• Expense management-  collect receipts, process invoices, and submit all expense reimbursement requests through Concur
• Medical & dental insurance management-  submit & track claims, maintain all records for CEO & his family, store and organize/maintain records
• Liaise with accounting and tax department – track charitable contributions, private plane/hotel stays, manage invoice breakdown for car services, deliver services
• Provide backup support to PA- help PA when needed for in-person errands in NYC and on occasion communicating with Spanish speaking family members/staff/contacts
• Membership & subscription management-  ensure all subscriptions & memberships remain current (e.g. museums, newspapers, magazines)
• Contact management-  adding & updating personal/business contacts in database
• Shipment management- send FedEx/USPS/UPS packages & tracking delivery progress. Coordinate packages with PA of family office, housekeepers, drivers, & property managers
• Personal tasks-  order/pickup coffee/drinks, breakfast/lunch when the CEO is in the office
• Manage CEO’s conference room- provide drinks/refreshments to guests and preparing and tidying up the area before and after each meeting
• Update daily guest list check-  input outside guests into security system

Qualifications

• Experience: 3-5 years of experience in an administrative assistant role (preferably out of finance or hospitality)
• Education: Bachelor’s degree preferred
• Language: Proficient in speaking Spanish and basic written skills
• Organizational skills: Prioritizes effectively and manages multiple tasks seamlessly, with strong attention to detail
• Confidentiality: High level of discretion
• Interpersonal skills: Warm, personable, loyalty, focus