Administrative Assistant - Private Equity Team (Temporary)

Overview

A leading global private equity firm is searching for a Temporary Administrative Assistant to support their Private Equity Executives during a maternity leave period beginning at the end of August. This role offers a hybrid work schedule: primarily onsite Monday through Thursday at their New York office, with Friday as a remote workday. Candidates must maintain flexibility to work onsite on Fridays if necessary. The core working hours are 9:00 AM to 6:00 PM with some flexibility required for additional overtime.

Key Responsibilities

• Manage complex calendars by scheduling meetings and effectively communicating all details to relevant participants, adapting flexibly to changing schedules and ensuring all appointments are met.
• Prioritize multiple, sometimes conflicting, tasks efficiently, ensuring prompt action, proactive follow-up, and successful project completion, often under deadline pressure.
• Screen phone calls and warmly welcome visitors with professionalism and courtesy.
• Coordinate intricate travel arrangements including itinerary preparation, travel document procurement, and visa processing.
• Organize conferences and off-site events, handling all logistical requirements.
• Draft and edit letters, memos, and routine correspondence, ensuring accuracy, clarity, proper grammar, and consistent formatting.
• Process and allocate expenses for executives via the SAP Concur system, including American Express and out-of-pocket charges.
• Manage mailing services through US Mail, FedEx, and coordinate with mailroom staff to send and track priority packages.
• Provide phone coverage and act as backup support when necessary.
• Perform various ad hoc administrative duties as assigned.

Qualifications

• A bachelor's degree (BA/BS) is preferred.
• At least five years of experience providing administrative support or equivalent education and experience.
• Capacity to excel in a fast-paced, demanding work setting; adept at managing competing priorities and adhering to deadlines.
• Demonstrated flexibility and ability to independently adjust to different task coverage or assignments.
• Strong initiative and accountability for responsibilities with a proactive and positive approach; anticipates challenges and takes appropriate action.
• Excellent interpersonal skills to handle sensitive and confidential matters tactfully and diplomatically.
• Outstanding written and oral communication abilities, with keen attention to detail when drafting and proofreading materials.
• Team-oriented mindset with a cooperative attitude.
• Extensive experience with Microsoft Outlook and proficiency in Excel, Word, and PowerPoint.
• Familiarity with office administrative procedures and use of standard office equipment.
• Preferred experience includes supporting multiple executives in a corporate setting and prior exposure to the finance industry, although the latter is not mandatory.

Additional Information

Beacon Hill is committed to equal employment opportunities and encourages individuals with disabilities and protected veterans to apply. California residents with arrest or conviction records will be considered in compliance with relevant fair chance hiring laws. Completion of a voluntary self-identification form is offered but not required and will not influence employment opportunities. Details about the company's history, philosophy, and sponsorship brands are available upon request.

Benefits

The company provides a comprehensive benefits package encompassing medical, dental, vision, and mandated federal and state leave programs for eligible employees. Further information will be shared upon successful hire.