Administrative Assistant

THE CLIENT

A fast‑paced financial services firm with a professional and collaborative office environment. The firm values discretion, operational excellence, and strong communication, and places a high priority on creating a welcoming and polished experience for both internal teams and external visitors.

THE ROLE

The firm is seeking an Operations and Administrative Coordinator to support the day‑to‑day functioning of the office while also providing administrative support to senior leadership. This role is a blend of front desk reception, office operations, and executive support, and plays a critical role in maintaining a seamless and professional workplace. The Operations and Administrative Coordinator will work closely with the Office Administrator and serve as a key point of contact for clients, visitors, and internal stakeholders. A proactive, detail‑oriented approach, strong organizational skills, and the ability to manage multiple priorities are essential for success in this role.

KEY RESPONSIBILITIES

• Serve as the first point of contact at the front desk by greeting and welcoming visitors in a professional and courteous manner and notifying hosts upon arrival
• Answer, screen, and route incoming phone calls, and manage incoming and outgoing mail and deliveries
• Coordinate meeting rooms, including scheduling, set‑up, and breakdown before and after meetings
• Maintain a tidy, organized, and welcoming reception and pantry area through daily walk‑throughs, dishwashing, and coffee setup
• Provide administrative support to 3–4 senior executives
• Manage complex calendars, schedule meetings, resolve conflicts, and respond to email requests in a timely and accurate manner
• Act as a primary liaison and first point of contact for internal and external stakeholders
• Coordinate business travel, including flights, accommodations, and itineraries, as needed
• Prepare and manage DocuSign envelopes for executives
• Ensure timely and accurate submission and reconciliation of expenses in accordance with company policies
• Update and maintain board meeting trackers and spreadsheets, when applicable
• Support planning and execution of team events and the annual holiday party
• Collaborate closely with the Office Administrator and provide mutual back‑up coverage
• Handle ad hoc administrative and operational projects as needed
• Demonstrate sound judgment, discretion, confidentiality, and reliability at all times

THE CANDIDATE

The ideal candidate is a polished, dependable, and highly organized administrative professional who thrives in a fast‑paced environment. They are comfortable balancing front‑facing responsibilities with executive support work and are known for their proactive approach and attention to detail.

• 2–4 years of experience in a Receptionist or Office Coordinator role
• 2 years of experience as an Administrative Professional supporting a team of executives (4 individuals)
• Experience working in a fast‑paced environment, ideally within financial services
• Must have experience in Private Equity or Alternative Investment
• Strong written and verbal communication skills
• Excellent organizational and time‑management abilities with strong attention to detail
• Ability to prioritize workload effectively and remain calm under pressure
• Proactive problem‑solver with the ability to anticipate needs
• Demonstrated ability to work autonomously and take initiative
• High level of discretion, trustworthiness, and professionalism
• Positive attitude, strong work ethic, and a collaborative team player
• Proficiency with Microsoft Office (Excel, PowerPoint, Outlook)
• Experience with TriNet Expense is a plus
• Associate’s or Bachelor’s degree preferred

COMPENSATION & BENEFITS

• Base salary range of $75,000–$105,000, dependent on experience
• Eligibility for a discretionary bonus
• Robust benefits package

Joss Search is proud to be an Equal Opportunity employer, passionately supporting and promoting equality, diversity and inclusion. We are committed to building an inclusive culture, respecting our individual differences and bringing our community together