Temporary Administrative Assistant

COMPANY: Investment Firm

POSITION: Temporary Administrative Assistant

LOCATION: Westport, CT (Moving to Greenwich, CT in April)

HOURS: 9:00am-5:00pm Monday-Friday in office

ASSIGNMENT LENGTH: 6 months

COMPENSATION: $35-50/hour DOE

BACHELOR’S DEGREE: Preferred

 

Our client, an investment firm, is seeking a temporary Administrative Assistant to join the team on a six-month long assignment. This role will support the CFO, Investor Relations team, and Partners, as well as other operational functions within the firm. This role is ideal for an individual who is comfortable working in a fast-paced environment and is proficient with Salesforce, SAP Concur, and general office administration. The position will assist with travel arrangements and contribute to general office tasks alongside another Assistant.

 

Responsibilities of the Administrative Assistant: 

Office Administration:

-Support the other assistant with day-to-day office tasks, including answering phones, managing office supplies, and coordinating deliveries. 

-Assist with meeting and event coordination, including setting up conference rooms, organizing catering, and preparing materials. 

-Provide general administrative support to staff as needed. 

Travel Coordination: 

-Assist with arranging domestic and international travel for team members, including flights, hotels, and ground transportation. 

-Ensure that all travel bookings are in compliance with the firm's travel policies and budget.

-Help with managing itineraries and making last-minute adjustments as necessary. 3

Data Entry & CRM Support: 

-Assist the Investor Relations team with data entry, ensuring accurate and timely updates to our CRM system, Salesforce. 

-Help maintain and organize investor contact records and communications in Salesforce.

-Support with generating reports, tracking investor activity, and maintaining up-to-date information within the CRM.

Expense Management: 

-Assist in processing and reconciling employee expenses through SAP Concur. 

-Ensure timely and accurate submission of expense reports, following internal policies and procedures. 

-Provide support in tracking and reviewing expenses to ensure compliance with firm guidelines.

Collaboration & Team Support: 

-Work closely with other administrative staff to ensure smooth office operations and effective communication across departments. 

-Take on additional ad-hoc projects as assigned by the Operations Manager or senior team members.

 

Requirements of the Administrative Assistant:

-Previous administrative experience, ideally within a corporate, financial services, or private equity environment. 

-Proficiency in Salesforce, with a strong ability to manage data entry and reporting. 

-Experience with SAP Concur or similar expense management software is a plus. 

-Strong organizational skills and the ability to handle multiple tasks simultaneously. 

-Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). 

-Excellent written and verbal communication skills. 

-Detail-oriented and able to maintain accuracy under pressure. 

-Ability to work both independently and as part of a team. 

-High level of professionalism, confidentiality, and discretion. 

-Flexibility and willingness to take on new challenges as needed.