Supervisor, Administrative Services (New York, NY)

PIMCO Ltd. - Pacific Investment Management Company; New York (NY); On-site; USD 115,000 - 155,000; Full time

Job summary

PIMCO in New York, NY seeks a Supervisor to lead the Administrative Services team. You will supervise administrative assistants, ensuring scalable, high-quality support and alignment with evolving business needs.

The role emphasizes executive-facing communication, staffing, performance management, and process improvements. Strong collaboration with leadership and a positive culture are essential; a two-year degree is preferred though not required.

Qualifications

• Minimum five years at PIMCO with experience leading admin staff
• External applicants: 10+ years in admin, 3–5 years supervisory experience
• Strong travel, expenses, and calendar management knowledge
• Excellent written and verbal communication; onboarding and staffing experience

Responsibilities

• Supervise day-to-day operations of administrative assistants.
• Develop a high-performance collaborative culture and set performance goals.
• Plan staffing, onboarding, and compensation/promotion processes.
• Coordinate headcount forecasts and staffing with senior management.
• Drive process improvements and promote system adoption across admin tools.

Skills

Leadership

Coaching

Performance management

Staff development

Stakeholder management

Education

Two-year college degree preferred

Tools

CRM

ReadSoft

Concur

Microsoft Office Suite

Job description

PIMCO is a global leader in active fixed income with deep expertise across public and private markets. We invest our clients' capital across a range of fixed income and credit opportunities, leveraging our decades of experience navigating complex debt markets. Our flexible capital base and deep relationships with issuers have helped us become one of the world's largest providers of traditional and nontraditional solutions for companies that need financing and investors who seek strong risk-adjusted returns.

Since 1971, our people have shaped our organization through a high-performance inclusive culture, in which we celebrate diverse thinking. We invest in our people and strive to imprint our CORE values of Collaboration, Openness, Responsibility and Excellence. We believe each of us is here to help others succeed and this has led to PIMCO being recognized as an innovator, industry thought leader and trusted advisor to our clients.

Role Overview

We are seeking a Supervisor to join our Administrative Services team. In this role, you will be responsible for the day-to-day supervision of assigned administrative assistants, ensuring top-tier, scalable and efficient support across the team. Department Supervisory coverage will be aligned with evolving business needs.

Supervisors are instrumental in fostering our team's high-performance, collaborative, and continuous-learning culture. They are subject matter experts in administrative operations, and bring foundational knowledge and provide guidance, leadership and mentorship to the team, manage workloads, and drive excellence and process improvements. In this role, you will partner with administrative leadership, other managers, and key stakeholders to set the right support structure for success, including staffing, resourcing, and performance management processes. This role has a strong emphasis on executive-facing communication, including an unwavering commitment to fairness. Cultivating and fostering a positive and respectful culture will be fundamental to your success in this position.

Location

This role is required to work onsite in New York, NY.

Primary Responsibilities

Responsibilities include, but may not be limited to:

• Develop and maintain strong relationships with direct reports and managers supported by your team, including department heads.
• Build a high-performance, collaborative, and learning-focused culture.
• Set goals and actively manage performance to align with evolving business needs; provide regular coaching and feedback.
• Align tasks and initiatives with the department's strategic priorities; monitor workloads and reallocate resources as needed.
• Recruit, onboard, and manage staffing for the administrative function; participate in compensation and promotion processes as applicable.
• Proactively engage with staff to discuss assignments, address concerns, and identify needs.
• Regularly meet with managers/stakeholders to gather performance feedback and understand business needs; share feedback to develop and coach the team.
• Collaborate with management and leadership teams to discuss, recommend, and implement best practices or new approaches.
• Plan and coordinate team-building events.
• Oversee timekeeping and leave management (e.g., Workday) and expense reconciliation (e.g., Concur); ensure accuracy and compliance.
• Acquire and maintain knowledge of the systems used by the administrative team (e.g., CRM, ReadSoft, Concur) and broader enterprise platforms; promote system adoption and best practices.
• Facilitate regular staff meetings.
• Provide staffing updates to investment professionals, officers, and assistants regarding new hires and changing assignments.
• Confirm and/or set department coverage plans and adjust as needed based on business needs.
• Collaborate with senior management to review and assess headcount forecasts.
• Manage new hire orientation and training schedules.
• Understand and develop policies and procedures while acting as a key resource for special requests from the business.
• Provide occasional hands-on administrative support to coach and develop administrative staff (e.g., scheduling, travel booking) and to cover peak workloads or staffing gaps, while maintaining supervisory responsibilities.
• Contribute towards expanding technology, digital and analytics capabilities of the administrative team to drive operational transformation, risk management, and productivity gains.

Position Requirements

• Internal Applicants: A minimum of five years of tenure at PIMCO, with demonstrated experience leading others within the administrative function, formally or informally, through a combination of activities such as training, coaching, onboarding, coordinating team support, or leading team initiatives. Candidates should show readiness to lead others. Prior administrative supervisory experience and relevant management experience outside of PIMCO will be considered.
• External Applicants: A minimum of 10 years of experience in an administrative or executive assistant function, including at least 3-5 years of experience in an administrative supervisory role.

In addition, the successful candidate will have a proven, demonstrable track record in the following areas:

• Subject matter expertise in administrative core responsibilities (travel, expenses, calendar management, information/time management); a track record demonstrating the standard of excellence we expect from the team.
• Ability to develop and maintain effective, trusted relationships with administrative assistants, managers/stakeholders, and leadership to foster collaboration and open communication.
• Experience proactively setting clear goals, delivering ongoing feedback, and driving performance improvements aligned with business needs.
• Established track record in developing, communicating, and enforcing policies and procedures; has served as a reliable policy resource.
• Demonstrated capability to identify growth opportunities, support learning and development, and encourage career progression for staff.
• History of guiding teams through change, prioritization shifts, and evolving business needs with a positive, proactive approach.
• Ability to anticipate problems and drive proactive problem-solving.
• Proven track record of embodying PIMCO's values of Collaboration, Openness, Responsibility and Excellence.
• Self-motivated with the ability to work independently while managing multiple priorities effectively.
• Exceptional organizational skills with strong attention to detail.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite,
• A two-year college degree is preferred but not required.

PIMCO follows a total compensation approach when rewarding employees which includes a base salary and a discretionary bonus. Base salary is the fixed component of compensation that is determined by core job responsibilities, relevant experience, internal level, and market factors. The discretionary bonus is used to award performance and therefore is determined by company, business, team, and individual performance.
Salary: $ 135,000.00

Equal Employment Opportunity and Affluent

PIMCO recruits and hires qualified candidates without regard to race, national origin, ancestry, religion (including religious dress and grooming practices), sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), sexual orientation, gender (including gender identity and expression), age, military or veteran status, disability (physical or mental), any factor prohibited by law, and as such affirms in policy and practice to support and promote the concept of equal employment opportunity and affirmative action, in accordance with all applicable federal, state, provincial and municipal laws. The company also prohibits discrimination on other basis such as medical condition, or marital status under applicable laws.

Applicants with Disabilities

PIMCO is an Equal Employment Opportunity/Affirmative Action employer. We provide reasonable accommodation for qualified individuals with disabilities, including veterans, in job application procedures. If you have any difficulty using our online system due to a disability and you would like to request an accommodation, you may contact us at 949-720-7744 and leave a message. This is a dedicated line designed exclusively to assist job seekers with disabilities to apply online. Only messages left for this purpose will be considered. A response to your request may take up to two business days.