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Administrative Assistant

1 month ago

New York, United States Atlas Search Full time

Our client is one of the largest commercial real estate brokerage firms in the world. They are actively seeking an enthusiastic, detail-oriented Administrative Assistant to join their team as a consultant. The candidate in this role will support 5-8 dynamic and growing company brokers. The Administrative Assistant will be responsible for calendar management, meeting coordination, and travel arrangements and will work closely with the rest of the administrative team to ensure the overall seamless operations of our office. The ideal candidate is a team player with administrative experience in an office environment and the ability to prioritize tasks and manage deadlines.


Key Responsibilities:

  • Manage and maintain executive calendars, including scheduling both internal and external meetings and ensuring all logistics and necessary materials are prepared in advance.
  • Support the team in coordinating and scheduling meetings with current and prospective investors, including preparing meeting agendas/materials and sending meeting invitations and confirmations.
  • Serve as the primary point of contact for administrative inquiries and requests for executives, responding promptly and professionally to all communications with a strong sense of urgency.
  • Arrange domestic and international travel logistics for executives, including flights, hotels, transportation, and visas as needed.
  • Manage expense reports and reimbursement processes for executives.
  • Assist with special projects and events as needed, demonstrating flexibility and ability to prioritize and meet deadlines.
  • Perform general administrative and office tasks such as setting up meeting rooms, greeting guests, and ordering office supplies.


Preferred Qualifications:

  • 2-3 years of office experience – experience at an investment or finance firm is a plus.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple deadlines simultaneously.
  • Exceptional communication and interpersonal skills, with the ability to interact professionally with investors, colleagues, and external stakeholders.
  • Meticulous attention to detail and discretion, especially when handling investor requests or external inquiries.
  • Ability to work and think independently, take initiative, and proactively anticipate needs.
  • Bachelor's degree or equivalent work experience preferred.