Administrative Coordinator

Alvarez & Marsal Deutschland GmbH; City of Rochester (NY); Hybrid; USD 60,000 - 75,000; Full time

Benefits offered by this job

Healthcare plans

401(k) retirement plan

Paid time off

Job summary

Alvarez & Marsal in New York is seeking a proactive administrative professional to support the Financial Services Managing Directors and the broader New York office. This hybrid role combines high-level executive support with hands-on office coordination, thriving in a fast-paced environment with multiple priorities.

You will manage calendars, travel, expenses, and confidential communications while partnering with cross-functional teams to enable smooth operations and stakeholder engagement.

Qualifications

• Minimum of 2 years’ experience in an administrative support role within a professional services firm or fast-paced corporate environment.
• Proven ability to manage multiple executive calendars, coordinate travel, process expenses, and handle confidential correspondence.
• Excellent verbal and written communication skills, with confidence in engaging senior leadership and external stakeholders.
• Strong organizational and time management skills, with the ability to prioritize and manage competing demands.
• Sound judgment, discretion, and professionalism when handling sensitive or confidential information.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams). Familiarity with Concur, Salesforce, Box, and SharePoint.
• Bonus points if a bachelor’s degree is preferred.

Responsibilities

• Provide daily administrative support to Financial Services Managing Directors, including processing time and expense reports, drafting and editing correspondence, scheduling appointments, maintaining calendars, arranging travel, and shipping materials.
• Collaborate with the Executive Support Specialist and Operations Manager to ensure alignment and workflow.
• Engage professionally with employees and external stakeholders across the firm’s business units and executives.
• Prepare and distribute correspondence, reports, meeting materials, and presentations.
• Coordinate internal and external meetings for the broader practice, including setup (virtual and in-person), catering, and gifts.
• Act as a liaison with building management and office services to address facility issues and support day-to-day operations.
• Manage internal office communications, distribution lists, org charts, Teams groups, and contact databases.
• Support onboarding and offboarding processes, including first-day logistics, schedule planning, and biographies.

Skills

Calendar management

Executive support

Verbal & written communication

Organization & time management

Discretion & professionalism

Education

Bachelor's degree

Tools

Microsoft Office Suite

Concur

Salesforce

Box

SharePoint

Job description

Description

About Alvarez & Marsal

Alvarez & Marsal (A&M) is a global consulting firm with over 10,000 entrepreneurial, action and results-oriented professionals in over 40 countries. We take a hands‑on approach to solving our clients' problems and assisting them in reaching their potential. Our culture celebrates independent thinkers and doers who positively impact our clients and shape our industry. The collaborative environment and engaging work—guided by A&M's core values of Integrity, Quality, Objectivity, Fun, Personal Reward, and Inclusive Diversity—are why our people love working at A&M.

The Administrative team at Alvarez & Marsal consists of seasoned professionals who provide essential support to our top executives and teams worldwide. These vital team members are regarded as strategic partners, empowering our teams to deliver exceptional service to our clients.

You are:

A proactive, detail-oriented administrative professional who will support our growing Financial Services Managing Director team, as well as the broader New York office. This role combines high-level executive support with hands‑on office coordination. You thrive in a fast‑paced, dynamic environment, excel at managing multiple priorities, and bring a collaborative, team‑first mindset to everything you do. This is a hybrid role (three days per week in‑office), based in our New York office.

The work:

• Provide daily administrative support to Financial Services Managing Directors (Line), including but not limited to: processing time and expense reports, drafting and editing correspondence, scheduling appointments, maintaining calendars, arranging travel, and shipping materials.

• Collaborate closely with the Executive Support Specialist and Operations Manager to ensure alignment and effective workflow.

• Engage professionally with employees across A&M’s business units, as well as senior executives and external stakeholders.

• Prepare and distribute correspondence, reports, meeting materials, and presentations.

• Coordinate internal and external meetings for the broader practice, such as team check‑ins, staff meetings, off‑sites, and one‑on‑ones—including meeting setup (virtual and in‑person), catering, and gift ordering as needed.

• Act as a liaison with building management and office services to address facility issues and support the day‑to‑day operation of the office (e.g., booking rooms, tidying shared spaces, ordering supplies, managing guest arrivals, and coordinating repairs).

• Manage internal office communications, including weekly updates, announcements, and logistics for office closures or events.

• Maintain practice‑wide distribution lists, organizational charts, Microsoft Teams groups, and contact databases to support smooth communications and operations.

• Support onboarding and offboarding processes, including first‑day logistics, meeting scheduling, headshot and biography coordination, org chart updates, etc.

• Collaborate cross‑functionally with corporate support teams—HR, IT, Marketing, Accounts Receivable/Payable, Legal, and Facilities—to ensure seamless business operations for the Financial Services practice.
• Perform other administrative duties as assigned.

Here’s what you need:

• Minimum of 2 years’ experience in an administrative support role within a professional services firm or fast‑paced corporate environment.

• Proven ability to manage multiple executive calendars, coordinate travel, process expenses, and handle confidential correspondence.

• Excellent verbal and written communication skills, with confidence in engaging senior leadership and external stakeholders.

• Strong organizational and time management skills, with the ability to prioritize and manage competing demands.

• Sound judgment, discretion, and professionalism when handling sensitive or confidential information.

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Familiarity with systems such as Concur, Salesforce, Box, and SharePoint—or a demonstrated ability to quickly learn new technologies.

Bonus points if:

• A bachelor’s degree (preferred).

• Experience supporting multiple executives with varying working styles.

• A proactive mindset and a demonstrated willingness to take on new challenges and continuously grow.
• Strong relationship‑building skills and the ability to establish yourself as a trusted partner across the organization.

Applicants must have work authorization that does not now or in the future require sponsorship of a visa for employment authorization in the United States.

The salary range is $60,000 - $75,000 annually, dependent on several variables including but not limited to education, experience, skills, and geography. In addition, A&M offers a discretionary bonus program which is based on a number of factors, including individual and firm performance. Please ask your recruiter for details.

Regular employees working 30 or more hours per week are also entitled to participate in Alvarez & Marsal Holdings’ fringe benefits consisting of healthcare plans, flexible spending and savings accounts, life, AD&D, and disability coverages at rates determined from time to time as well as a 401(k)-retirement plan. Provided the eligibility requirements are met, employees will also receive a discretionary contribution to their 401(k) from Alvarez & Marsal. Additionally, employees are eligible for paid time off including vacation, personal days, seventy‑two (72) hours of sick time (prorated for part‑time employees), ten federal holidays, one floating holiday, and parental leave. The amount of vacation and personal days available varies based on tenure and role type. Click here for more information regarding A&M’s benefits programs.