Administrative Assistant

Quantum Management Services Ltd; New York (NY); On-site; USD 75,000 - 95,000; Full time

Job summary

Quantum Management Services Ltd in New York City is seeking an Administrative Assistant to support senior investment professionals. You will manage complex calendars, coordinate domestic and international travel, and handle confidential expenses.

The ideal candidate thrives in a fast-paced, high-performing environment, communicates clearly, and collaborates across time zones with internal teams and external partners.

Qualifications

• Experience supporting senior professionals in a fast-paced environment.
• Strong calendar, travel, meetings and expenses management.
• Excellent organizational and attention-to-detail skills.
• Strong written and verbal communication abilities.

Responsibilities

• Manage complex calendars, meetings and correspondence.
• Coordinate domestic and international travel and detailed itineraries.
• Organize internal and external meetings, presentations and events.
• Process corporate expenses and maintain accurate records.
• Prepare team members for meetings and track follow-up actions.
• Handle sensitive and confidential information with discretion.
• Collaborate with administrative colleagues and external partners.

Skills

Calendar management

Travel coordination

Expense processing

Communication

Organizational skills

Discretion with sensitive information

Tools

Microsoft Office

Outlook

Job description

Position: Administrative Assistant – Investment Firm
Location: New York City
Salary: $75,000 to $95,000 USD per annum plus benefits.

We’re hiring an Administrative Assistant to support senior investment professionals at a leading global investment firm.

This role is ideal for an experienced administrative professional who thrives in a fast-paced, high-performing environment and enjoys managing complex schedules, coordinating across time zones, and supporting multiple senior stakeholders.

Key responsibilities

• Manage complex calendars, meetings and correspondence
• Coordinate domestic and international travel and detailed itineraries
• Organize internal and external meetings, presentations and events
• Process corporate expenses and maintain accurate records
• Prepare team members for meetings and track follow-up actions
• Handle sensitive and confidential information with discretion
• Collaborate with administrative colleagues and internal and external partners

What we’re looking for

• Experience supporting multiple senior professionals in a fast-paced professional environment
• Strong experience with complex calendar management, travel, meetings and expenses
• Excellent organizational, prioritization and attention-to-detail skills
• Strong written and verbal communication skills
• Proficiency with Microsoft Office, Outlook and calendar-management tools
• Sound judgment and the ability to remain composed while managing time-sensitive priorities
• Flexibility to support global teams across different time zones

If you’re a proactive, highly organized administrative professional who enjoys working with senior stakeholders in a collaborative and demanding environment,

All applications are reviewed by our recruitment team, and hiring decisions are made by people. We may also use AI-enabled tools to support parts of the application review process.

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