Executive Assistant

Executive Assistant Role

Adams Street Partners is actively seeking an experienced Executive Assistant to provide direct support to senior leadership in the New York office. This role is instrumental in ensuring operational efficiency and seamless coordination within a collaborative, fast-paced environment. This position requires a minimum of four scheduled in-office days per week.

Specifically, the individual will be involved with and responsible for:

Responsibilities:

• Calendar Management: Extensive calendar management and logistical coordination, working across multiple time zones on a global level.
• Travel Planning: Arranging domestic and international travel, including hotel accommodations, ground transportation, restaurant reservations, visas, and any other logistics.
• Expense Management: Preparing, reviewing, and submitting accurate expense reports on behalf of assigned team members, ensuring timely reconciliation of expenses in accordance with company policies.
• Cross-Functional Coordination/Support: Coordinating meetings and travel with other assistants both internally and externally to ensure continuity.
• Data Management: Entering and managing data/activity in CRM platform.
• On-Site Meeting Coordination/Support: Anticipating and gathering relevant meeting and conference materials, including generating client-sensitive correspondence, and proofreading and formatting presentations/documents according to company guidelines prior to distribution. Meeting and greeting clients/visitors in accordance with Adams Street's expectations.
• Back-up EA Support: Providing back-up as needed to other Adams Street Partners administrative professionals.
• Other Support Responsibilities:
  • Printing, scanning and electronic file management.
  • Managing and prioritizing various correspondence, phone calls, emails, etc. and relaying messages, including any appropriate follow-up.
  • General office support functions as required by team/firm. 
  • Consistently demonstrating a willingness and interest to identify new opportunities to provide support to the office and team members and take on additional projects as requested.

Required Skills:

We are requiring a service-oriented demeanor, strong organizational and multi-tasking skills, business acumen and the ability to work in a team environment. We are seeking candidates who view the Executive Assistant role as a long-term career path. Candidates must have demonstrated experience in the above listed duties (in a financial services environment) but also possess:

• 8-10 years of experience providing executive administrative support to senior executives; prior experience working in an investment management or financial services environment is required.
• Prior experience supporting senior level sales or investor relations professionals with high travel volume strongly preferred.
• Prior experience working in a fast-paced environment managing multiple tasks and deliverables, including managing calendars, coordinating meetings, and arranging a high volume of US and International travel.
• Demonstrated team-player, independent thinker and self-starter with the ability to work independently within a team context.
• A professional presence with an exemplary customer service orientation and effective communication style.
• Respect for confidential information and a mature approach to all matters of discretion.
• Time management skills: ability to multi-task, meet deadlines, and balance priorities.
• Technical proficiency in Office 365 and prior database experience, CRM platform experience, Concur or like expense software.

We offer a competitive U.S. benefits package designed to support health, financial security, and work-life balance. Highlights include medical, dental, and vision coverage; a 401(k) with immediate vesting and employer match; profit sharing; flexible spending accounts (FSA); and paid parental leave, including adoption. Employees also receive generous paid time off, commuter benefits, employer-paid short- and long-term disability and life insurance, and access to additional voluntary benefits.