Job Summary:
We are seeking a highly organized and professional Administrative Assistant to support a busy M&A team. This role is ideal for someone who thrives in a fast-paced environment, can manage multiple priorities at once, and provides exceptional administrative support with a high level of discretion and attention to detail.
Key Responsibilities:
- Manage complex calendars, schedule meetings, and coordinate appointments for multiple team members
- Resolve scheduling conflicts and prioritize changing business needs
- Coordinate internal and external meetings, including conference room setup, technology needs, agendas, materials, and catering
- Arrange domestic and international travel, including flights, hotels, transportation, and itineraries
- Assist with conference registrations, event planning, and travel logistics
- Draft, proofread, and distribute correspondence, presentations, and meeting materials
- Serve as a liaison between internal teams and external partners to ensure effective communication
- Prepare materials, supplies, gifts, and other resources for meetings and events
- Coordinate shipping and receiving of business-related materials
- Process expense reports and reimbursements in a timely manner
- Order office supplies and support day-to-day administrative functions
- Assist with visitor management, meeting room reservations, and office logistics
- Support onboarding activities, including workspace preparation, equipment coordination, and welcome materials for new hires
- Assist with internal events, meetings, and occasional off-site functions
Qualifications:
- 1-2 years of administrative, executive assistant, or office support experience
- Experience supporting multiple managers or senior leaders preferred
- Strong organizational, time management, and multitasking abilities
- Excellent written and verbal communication skills
- Ability to handle confidential information with professionalism and discretion
- Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams
- Strong problem-solving skills and ability to adapt to changing priorities
- Ability to work independently while maintaining a team-oriented mindset
Preferred Qualifications:
- Bachelor's degree or equivalent work experience
- Experience supporting executive or senior leadership teams
- Familiarity with expense management software and collaboration tools
- Experience coordinating travel, meetings, and corporate events