What are the responsibilities and job description for the Administrative Assistant position at Gravity Staffing, Inc.?
The Greenwich, CT office of a glowing investment firm is looking to hire a highly skilled and proactive Administrative Assistant to provide dedicated support to senior leaders of the investment team. This role requires a poised, detail-oriented professional who thrives in a fast-paced, high performance environment. The ideal candidate will demonstrate sound judgment, exceptional organizational abilities and a high degree of professionalism and discretion.
Key Responsibilities:
Administrative Support & Calendar Management
• Manage complex calendars, including scheduling internal and external meetings across multiple time zones.
• Coordinate schedules with senior leaders of portfolio operating companies
• Proactively identify and resolve scheduling conflicts with minimal direction.
Travel & Expense Management
• Plan and coordinate comprehensive domestic and international travel arrangements.
• Prepare and process expense reports accurately and in a timely manner using Concur.
Communication & Stakeholder Management
• Serve as a point of contact for both internal and external stakeholders.
• Build and maintain strong professional relationships across all levels of the organization.
• Screen and manage high-volume communications, including incoming calls and meeting requests.
Confidentiality & Professionalism
• Handle sensitive information with the utmost confidentiality and discretion.
• Exercise sound judgment in a trading floor environment and maintain a polished, executive presence.
Document & Office Management
• Assist with the creation, formatting, and editing of documents and presentations.
• Maintain organized electronic filing systems.
• Support ad hoc projects and administrative needs as required.
Qualifications:
• Bachelor’s degree strongly preferred.
• 5–7 years of experience supporting senior or C-level executives, ideally within financial services or a similarly fast-paced professional services industry.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Concur expense management.
• Excellent organizational and time-management skills with strong attention to detail.
• Ability to remain composed and effective under pressure, managing multiple priorities with ease.
• Strong written and verbal communication skills.
• Self-motivated, proactive, and resourceful team player.