Administrative Assistant

Career Group; San Francisco (CA); Hybrid; USD 60,000 - 90,000; Full time

Job summary

Career Group is seeking an experienced Administrative Assistant to join its Equity Research team in a hybrid capacity. You will support senior leaders across Research Services, Equity Technology, ESG, and Investment Stewardship within a sophisticated financial services environment.

The ideal candidate is highly organized, proactive, and adept at calendar management, travel logistics, and cross-functional collaboration.

Qualifications

• 5+ years of experience supporting senior executives or leadership teams.
• Financial services experience is strongly preferred.
• Highly organized, detail-oriented and proactive with discretion.

Responsibilities

• Provide high-level administrative and project support to multiple VPs and leaders.
• Manage complex calendars, coordinate meetings, and oversee logistics end-to-end.
• Coordinate recurring governance, committees, and seasonal activity across teams.
• Support AI program initiatives including steering committee meetings and scheduling.
• Serve as liaison with vendors, Legal, and travel agency for domestic and international travel.
• Coordinate special projects and events and provide coverage during high volume periods.

Skills

Executive support

Calendar management

Cross-functional collaboration

Project coordination

Prioritization & time management

Tools

Microsoft Office

PowerPoint

Excel

Word

Teams

Adobe Acrobat

SharePoint

M365

Copilot

Claude

Gemini

Job description

Schedule: Hybrid (4/1)

Our client, a highly respected investment management firm, is seeking an experienced and polished Administrative Assistant to join its Equity Research organization. This is an exciting opportunity to support a team of senior leaders and operational partners across Research Services, Equity Technology, ESG, and Investment Stewardship within a sophisticated, collaborative financial services environment.

This role is ideal for an administrative professional who enjoys being more than a traditional gatekeeper — someone who is highly organized, intellectually curious, proactive, and energized by a combination of executive support, project coordination, and cross-functional collaboration. The scope of the role will evolve throughout the year, with priorities shifting based on business needs and seasonal project cycles.

Key Responsibilities

• Provide high-level administrative and project support to multiple Vice Presidents and operational leaders.
• Manage complex calendars, coordinate meetings, and oversee logistics from start to finish, including conference rooms, AV, catering, agendas, and meeting materials.
• Coordinate recurring meeting cycles and governance committees across multiple teams, including periods of increased seasonal activity.
• Support AI program initiatives, including steering committee meetings, training sessions, scheduling, and logistics.
• Serve as a liaison with vendors and Legal, routing and tracking contracts, renewals, and related documentation.
• Act as the primary liaison with the firm’s travel agency; coordinate domestic and international travel, process expenses, and maintain location tracking and compliance reporting.
• Coordinate special projects and initiatives, with the opportunity for responsibilities to expand over time.
• Provide administrative coverage and support across the broader team during periods of high volume or team absences.
• Handle day-to-day administrative responsibilities including expense processing, service requests, shipping, copying, scanning, and document management.
• Assist with planning team and departmental events.
• Build strong cross-functional relationships and proactively identify solutions, resources, and answers across the organization.

Ideal Candidate

• 5+ years of experience supporting senior executives, leadership teams, or operational leaders; financial services experience is strongly preferred.
• Highly organized, detail-oriented, accountable, and proactive, with excellent follow-through.
• Comfortable managing multiple leaders, projects, and competing priorities simultaneously.
• Adaptable and steady under pressure, with the ability to shift priorities and operate effectively in a dynamic environment.
• Demonstrates excellent judgment and discretion when handling highly confidential and sensitive information, including material non-public information.
• Resourceful and solutions-oriented, with the confidence to navigate ambiguity and build relationships across an organization.
• Collaborative and collegial, with strong interpersonal skills and emotional intelligence.
• Strong project coordination skills and an interest in taking on responsibilities beyond traditional administrative support.
• Comfortable learning and adopting new technologies, databases, and software systems.
• Advanced proficiency with Microsoft Office, including PowerPoint, Excel, Word, and Teams, as well as Adobe Acrobat, SharePoint, and M365.
• Familiarity with AI tools such as Copilot, Claude, and Gemini, with the ability to incorporate emerging technology into everyday workflows.