Executive Administrative Specialist

SitusAMC; New York (NY); On-site; USD 70,000 - 80,000; Full time

Benefits offered by this job

PTO and paid holidays

Medical, dental, vision, life

Disability insurance

401K

Job summary

SitusAMC is seeking an experienced Administrative Assistant to support a team of Principals and Managing Directors in New York. This in-office role requires strong organizational skills, calendar management, travel planning, expense processing, and collaboration across teams to ensure smooth operations.

You will work four days per week on site, handle confidential communications, and contribute to a high-performance finance/real estate environment.

Qualifications

• Bachelor’s Degree in related field, or equivalent combination of education and experience.
• 5-8 years of administrative assistance experience preferred
• Experience in the finance industry is preferred
• Ability to thrive in a fast-paced and rigorous work environment; demonstrated ability to prioritize competing demands and meet deadlines
• Strong initiative and ownership of responsibilities – Must demonstrate 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. Role continually requires demonstrated poise, tact and diplomacy
• 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

Responsibilities

• Schedule and organize meetings, conferences and off-sites including all related logistics
• Arrange travel plans and compose detailed itineraries, obtain necessary travel documents and visa coordination
• Allocate and process expenses and confirm compliance with applicable policies for Executives, including American Express and Out of Pocket expenses using the Concur expense management system
• Prepare and edit relevant materials for team, including Word Documents, and Excel Spreadsheets
• Screen incoming calls and greet guests in a professional and courteous manner
• Establish, develop, maintain and update filing system
• Handle recruitment coordination and logistics for new employees on the team
• Coordinate closely with team and other assistants to provide phone coverage and back-up assistance
• Use US Mail, FedEx, and other services to send and track priority mail Manage work priorities independently and respond to business outside of normal business hours as needed
• Maintain Pelium LinkedIn, including posting and sharing as well as coordinating with other groups to develop content
• Perform other related general administrative tasks for executives as assigned and required
• Other activities as may be assigned by your manager

Skills

Administrative support

Communication skills

Team collaboration

Time management

Education

Bachelor’s Degree in related field

Tools

Microsoft Outlook

Excel

Word

PowerPoint

Job description

SitusAMC is seeking an experienced Administrative Assistant to support a team of Principals and Managing Directors in New York. This in-office role requires strong organizational skills, calendar management, travel planning, expense processing, and collaboration across teams to ensure smooth operations.

You will work four days per week on site, handle confidential communications, and contribute to a high-performance finance/real estate environment.