Administrative Assistant

Beacon Hill; Greenwich (CT); Hybrid; USD 55,000 - 69,000; Full time

Job summary

Beacon Hill is seeking a long-term temporary Assistant to provide seamless administrative support to Executives on the CPS team in Greenwich, CT. Typical hours are 8am-5pm, with in-office Mon-Thu and a remote Friday, requiring occasional in-office presence.

Responsibilities include calendar management, travel coordination, meeting logistics, and expense processing. Strong communication, discretion, and 5+ years of admin experience are essential.

Qualifications

• 5+ years of administrative support experience or training.
• C-Suite experience is highly preferred.
• Able to thrive in a fast-paced, deadline-driven environment.
• Strong initiative, ownership, and proactive problem-solving.
• Excellent written and verbal communication; high discretion with sensitive information.

Responsibilities

• Extensive calendar management including scheduling meetings and coordinating attendees.
• Prioritize conflicting needs and drive projects to timely completion.
• Screen calls and greet guests professionally.
• Arrange complex travel plans and visas; coordinate itineraries.
• Organize conferences and off-sites; manage related logistics.
• Prepare letters, memos, and routine correspondence; edit for accuracy.
• Manage expenses using SAP Concur; process reimbursements.
• Handle mail/courier services and provide phone coverage as needed.
• Perform additional ad hoc tasks for executives.

Skills

Administrative support

Calendar management

C-Suite support

Travel coordination

Communication

Team collaboration

Attention to detail

Microsoft Outlook

Tools

Microsoft Outlook

Excel

Word

PowerPoint

SAP Concur

Job description

Salary: USD40 - USD50 per hour

Our client, a top global private equity firm is seeking a Long-Term Temporary Assistant to provide seamless administrative support to Executives on the CPS team in their Greenwich, CT office. General hours are 8am-5pm with flexibility to be in office by 7am as needed. In office Monday-Thursday with Friday being a remote day but must have flexibility to go in office if needed.

Responsibilities:

• Extensive calendar management including scheduling meetings, communicating details to attendees. This requires exercising a flexible approach to changing schedules and ensuring appointments are met.
• Prioritize conflicting needs; handle all matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Screen incoming calls and greet guests in a professional and courteous manner
• Arrange complex travel plans and compose detailed itineraries, obtain necessary travel documents and visa coordination
• Schedule and organize conferences and off-sites including all related logistics
• Prepare and compose letters, memos and routine correspondence. Edit for accuracy and clarity of final copy; proofread for spelling, grammar, format and consistency and make the appropriate changes
• Allocate and process expenses for executives, including American Express and Out of Pocket expenses using SAP Concur system
• Use US Mail, FedEx, and other services to send and track priority mail; work with mailroom staff to send packages as needed
• Provide phone coverage and back up assistance
• Perform other ad hoc tasks as assigned and required

Qualifications:

• 5+ years of administrative support experience or training, or equivalent combination of education and experience
• C-Suite expereince is highly preferred
• Ability to thrive in a fast-paced and rigorous work environment; demonstrated ability to prioritize competing priorities and meet deadlines
• Ability to shift gears independently and demonstrate flexibility in different coverage assignments
• Demonstrative strong initiative and ownership of responsibilities; take a proactive, positive attitude towards given tasks, plan ahead for potential issues and take appropriate action
• Exemplary interpersonal skills necessary to handle sensitive and confidential situations; this role continually requires poise, tact and diplomacyin all situations
• Superb written and verbal communication skills; strong attention to detail when composing and proofing materials required
• Team-oriented and collaborative attitude is a must
• Extensive knowledge of Microsoft Outlook and proficient in Excel, Word and PowerPoint
• Working knowledge of office administrative procedures and operating standard office equipment
• Experience supporting a group of executives in a corporate environment highly preferred
• Experience in finance industry is a preferred but not required