Administrative Assistant

PKF O'Connor Davies; New York (NY); On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Medical, Dental, Vision plans

401(k) plan and Profit-Sharing

Paid Time Off

Job summary

PKFOD is seeking a hands-on professional to partner with the executive team, translating strategic priorities into practical execution across operations, client service, finance, technology, and people initiatives.

The role requires strong Excel and data analysis, ability to develop executive materials, and comfort driving cross-functional projects in a fast-paced setting. In-office four days per week with comprehensive benefits and equal opportunity hiring.

Qualifications

• Strong command of Word, Excel and PowerPoint; ability to create polished executive documents and presentations.
• Analytical thinker who can organize data and communicate conclusions clearly.
• Detail-oriented, accurate formatting, grammar, and follow-through.
• Self-motivated, proactive, and comfortable in a fast-paced environment with limited supervision.
• Excellent written and verbal communication for executive audiences.
• Strong project management and ability to manage multiple workstreams.

Responsibilities

• Partner with senior leadership to define priorities, track progress, and ensure follow-through on strategic initiatives.
• Prepare high-quality executive materials, including board decks, client presentations, management reports, meeting agendas, briefing notes, and decision memos.
• Develop dashboards, KPI trackers, financial analyses, and operating reports using advanced Excel and data analysis techniques.
• Coordinate firm-wide initiatives across fund accounting, investor services, treasury, tax, compliance, technology, client onboarding, and relationship management teams.
• Prepare monthly billing packages and quarterly billing worksheets with manager input and supporting documentation.
• Review weekly AR Aging reports, follow up on open invoices, and coordinate collections with partners and Finance.
• Prepare client account reconciliations and maintain reconciliation schedules.
• Analyze operational data and staffing to identify insights and actionable improvements.
• Support annual planning, budgeting, and performance management with structured analyses.
• Serve as a communication bridge between executives and departments to ensure alignment and execution.
• Maintain confidentiality with sensitive client, employee, financial, and strategic information.

Skills

MS Word

MS Excel

MS PowerPoint

Analytical skills

Attention to detail

Written communication

Verbal communication

Project management

Professionalism

Education

High school diploma or equivalent

Job description

About PKF O'Connor DaviesPKF O'Connor Davies is a top-ranked accounting, tax, and advisory firm with offices across the U.S. and internationally through our PKF global network. For over a century, we have built our reputation on deep industry expertise, a personalized approach, and a commitment to delivering real value to our clients.

About PKF O'Connor DaviesPKF O'Connor Davies is a top-ranked accounting, tax, and advisory firm with offices across the U.S. and internationally through our PKF global network. For over a century, we have built our reputation on deep industry expertise, a personalized approach, and a commitment to delivering real value to our clients. Our mission is to provide exceptional service while fostering long-term relationships built on trust and integrity. We serve a diverse client base across industries and sectors, helping organizations and individuals navigate complex challenges with confidence. At PKF O'Connor Davies, culture is at the heart of who we are. We believe our team members are our greatest asset, and we invest in their growth and success through mentorship, professional development, and continuous learning opportunities. Our goal is to foster a collaborative environment where diverse perspectives are valued, innovation is encouraged, and team members can make an impact. We are also committed to supporting work-life balance, offering flexibility and resources to help our team members grow their careers while maintaining fulfilling personal lives. If you are looking for a career where you can grow, contribute, and be part of a firm that values both excellence and community, PKF O'Connor Davies is the place for you!

POSITION SUMMARY:

The individual will serve as a trusted partner to the executive team of a fund administration firm, helping translate strategic priorities into practical execution across operations, client service, finance, technology, compliance, and people initiatives. This role requires an analytical, detail-oriented, and self-motivated professional who can manage competing priorities, produce executive-ready work product, and drive accountability across cross-functional teams.

KEY RESPONSIBILITIES:

• Partner with senior leadership to define priorities, track progress, and ensure follow-through on strategic and operational initiatives.
• Prepare high-quality executive materials, including board decks, client presentations, management reports, meeting agendas, briefing notes, and decision memos.
• Develop and maintain dashboards, project plans, KPI trackers, financial analyses, and operating reports using advanced Excel and data analysis techniques.
• Coordinate firm-wide initiatives across fund accounting, investor services, treasury, tax, compliance, technology, client onboarding, and relationship management teams.
• Prepare monthly billing packages for assigned partners and managers. Download client ledgers and other supporting records needed for invoice preparation, client billing review, and account follow-up.
• Prepare quarterly billing worksheets for all Financial Services partners; calculate realization percentages and obtain manager comments, explanations, and supporting documentation needed to finalize worksheets.
• Download weekly Accounts Receivable Aging reports, review outstanding balances, follow up with clients on open invoices and payments, and coordinate collection status with partners and Finance.
• Prepare client account reconciliations covering invoices issued, payments received, and outstanding balances; maintain reconciliation schedules for ODA clients and other assigned accounts.
• Analyze operational data, client service metrics, staffing capacity, profitability trends, and workflow bottlenecks to identify insights and recommend practical actions.
• Support annual planning, budgeting, resource allocation, and performance management processes through structured analysis and clear presentation of findings.
• Serve as a communication bridge between executives and departments, ensuring priorities are understood, aligned, and executed consistently.
• Maintain confidentiality while handling sensitive client, employee, financial, and strategic information with sound judgment and professionalism.

REQUIRED QUALIFICATIONS:

• High school diploma or equivalent.
• Exceptional command of Microsoft Word, Excel, and PowerPoint; must be able to create polished documents, complex spreadsheets, and executive-level presentations with minimal direction.
• Strong analytical skills with the ability to organize data, identify patterns, evaluate tradeoffs, and communicate conclusions clearly.
• Outstanding attention to detail, accuracy, formatting, grammar, and follow-through.
• Self-motivated, proactive, and comfortable operating in a fast-paced environment with changing priorities and limited supervision.
• Excellent written and verbal communication skills, including the ability to synthesize complex information for executive audiences.
• Strong project management and organizational skills; able to manage multiple workstreams, deadlines, stakeholders, and deliverables simultaneously.
• High degree of professionalism, discretion, sound judgment, and ownership.
• Must be able to work in-office a minimum of 4 days per week.

PREFERRED EXPERIENCE:

• Experience in fund administration, asset management, private equity, hedge funds, accounting, financial services, or professional services.
• Familiarity with fund accounting, investor reporting, capital activity, client service models, compliance workflows, and operational risk controls.
• Experience supporting C-suite executives, managing strategic initiatives, or operating in a consulting, finance, operations, or transformation role.

CORE COMPETENCIES:

• Executive presence and trusted-advisor mindset.
• Advanced Word, Excel, and PowerPoint craftsmanship.
• Structured problem solving and data-driven decision support.
• Ownership, urgency, accountability, and follow-through.
• Process discipline, precision, and continuous-improvement mindset.
• Ability to influence without direct authority and build credibility across teams.

SUCCESS MEASURES:

• Leadership team has clear priorities, timely information, and well-prepared materials for key decisions.
• Strategic projects move forward with visible ownership, realistic timelines, and fewer execution gaps.
• Reports, analyses, decks, and documents are accurate, concise, polished, and ready for executive or client use.
• Operational issues are surfaced early, analyzed rigorously, and converted into practical solutions.

Compensation & Benefits:

The compensation for this position ranges from $60,000-$70,000. Actual compensation will be dependent upon the specific role, office location as well as the individual’s qualifications, experience, skills, and certifications.

At PKFOD, we value our team members and are committed to their success and well-being. As part of our comprehensive benefits and compensation package, we offer:

• Medical, Dental, and Vision plans
• Basic Life, AD&D, and Voluntary Life Insurance
• 401(k) plan and Profit-Sharing program
• Flexible Spending & Health Saving accounts
• Employee Assistance, Wellness, and Work-life programs
• Commuter & Parking benefits programs
• Inclusive Parental Leave Benefits
• Generous Paid Time Off (PTO)
• Paid Firm Holidays
• Community & Volunteering programs
• Recognition & Rewards programs
• Training & Certification programs
• Discretionary Performance Bonus
• Eligibility for benefits is determined based on position, hours worked, and other criteria. Specific details will be provided during the hiring process.

Applicants must be currently authorized to work in the United States on a full-time basis. We are unable to provide visa sponsorship now or in the future.

PKFOD is an equal opportunity employer. The Firm is committed to providing equal employment opportunity to all persons in connection with hiring, assignment, promotion, compensation or other conditions of the employment relationship regardless of race, color, age, sex, marital status, disability, pregnancy, citizenship, philosophy/religion, national origin, sexual orientation, gender identity, military or veteran status, political affiliation or belief, or any other status protected by federal, state or local law.