Senior Administrative Assistant

GP Fund Solutions; Latham (NY); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a dedicated Administrative Assistant to provide crucial support to senior directors. In this role, you will manage client allocations, prepare expense reports, and coordinate complex calendars. The ideal candidate will possess strong organizational skills and a keen attention to detail, thriving in a fast-paced environment. Join a collaborative team that values diversity and innovation, where your contributions will enhance both employee and client relationships. If you are looking to grow in a supportive workplace that prioritizes people, this opportunity is perfect for you.

Qualifications

• 3-5 years experience in an administrative or executive assistant role.
• Strong proficiency in Microsoft Office Suite required.

Responsibilities

• Manage weekly client/time allocations for senior directors.
• Prepare and submit accurate electronic expense reports.

Skills

Organizational Skills

Attention to Detail

Client Service Orientation

Communication Skills

Time Management

Education

Associate Degree in Business

Tools

Microsoft Office Suite

T-Sheets

Tripsware

Job description

About GP Fund Solutions:

GPFS is the fund administrator of choice for a wide range of clients in the US, UK, and EU. Every day, with every decision and every client interaction, our values serve as guideposts, to improve the quality of our work, and strengthen our employee and client relationships.

As a business that is all about people; culture isn’t an initiative, it’s an innate value that’s critical to every decision we make. At GPFS, people come first.

At GPFS, diversity is a source of strength, both from our people and ideas. GPFS is a collaborative team-oriented organization where we support each other both personally and professionally. Our culture is defined by our behavior, our curiosity and our support of innovative ideas and perspectives.

Our inclusive culture supports and encourages our team members to try new things, share ideas openly and always ask the question why. It brings us together and makes the team stronger by inspiring all to connect, belong and thrive.

About the Role:

This role provides administrative and operational support to 8–10 senior directors. The Administrative Assistant will be responsible for managing weekly client/time allocations, preparing electronic expense reports, and organizing executive calendars. The position requires a high level of accuracy, confidentiality, and professionalism in a fast-paced environment.

Responsibilities:

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Time & Client Allocation
• Support senior directors in completing weekly electronic time/client allocations using internal time-tracking systems.
• Ensure correct coding and compliance with internal deadlines.
• Expense Reporting
• Prepare and submit accurate electronic expense reports in line with internal policies.
• Track receipts, follow up on reimbursements, and assist with compliance and audit readiness.
• Calendar Management
• Maintain and coordinate complex calendars for multiple senior directors, scheduling internal/external meetings, conference calls, and events.
• Resolve scheduling conflicts and plan logistics.
• Administrative Support
• Act as a liaison between senior directors and other departments or external partners.
• May draft professional correspondence, maintain digital records, and support ad hoc reporting and documentation.

Competencies:

1. Organized
2. Detailed Oriented
3. Results Driven
4. Works Collaboratively
5. Ethical

Work Environment:

This job operates in a modern professional office environment. This role routinely uses standard office equipment such as computers, phones, and photocopiers.

Required Education and Experience:

• Associate Degree in Business or related field

• 3–5 years in an administrative or executive assistant role, ideally in financial or professional services.

• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook, Teams).

• Experience with electronic timekeeping and expense management platforms (T-Sheets, Tripsware, or similar applications).

• Highly organized with exceptional attention to detail and ability to prioritize.

• Strong communication skills and a client-service orientation.

• Discreet, dependable, and able to work independently in a deadline-driven environment.

GPFS Vision:

Our purpose is to create enduring relationships with our employees and clients by consistently delivering exceptional opportunities and service.

GPFS Value Statement:

Investing in people and culture

GPFS Core Values:

Camaraderie: Being supportive of one another and celebrating each other’s successes

Excellence: Consistently delivering exceptional work and going above and beyond

Empowerment: Fostering a deep sense of agency and ownership over one’s choices and actions

Innovation: The drive to think differently and solve problems creatively

Inclusion: Recognizing individual’s unique strengths and perspectives with mutual trust and respect