Administrative Assistant

Purpose of Position

The Administration & Facilities, Americas team offers essential administrative support to Pantheon professionals and manages office operations for staff in New York, San Francisco, Toronto, and Chicago. The team also brings specialized expertise to ad hoc projects and, in some cases, assumes long-term responsibilities in areas such as Investor Relations, Compliance, Tax, and Human Resources. As an Administrative Assistant, you will play a crucial role in ensuring the smooth operation of our office. You will provide essential administrative support to various teams, manage schedules, and contribute to a collaborative and efficient work environment.

Key Responsibilities

• Provide high-level administrative support Partners and Managing Directors as well as general administrative team support for applicable teams.
• Manage complex Microsoft Outlook calendars including scheduling, rescheduling, prioritizing time sensitive requests, and coordinating across multiple stakeholders.
• Arrange domestic and international travel, including hotels, ground transportation, itineraries, and last-minute adjustments.
• Process and reconcile expense reports in accordance with firm policies and deadlines (Concur).
• Serve as part of the reception rotation, greeting visitors, managing inbound calls, and maintaining a professional front-office environment.
• Support in-office meeting logistics, including conference scheduling, catering, AV coordination and materials preparation.
• Maintain organized filing systems, shared drives with strong attention to detail.
• Provide general administrative support across the firm as required ensuring smooth day-to-day operations.
• Participate in special projects and contribute to team initiatives as required
• Support office management by maintaining kitchen supplies, managing the dishwasher, and ensuring a clean workspace.
• This job description provides a general overview of the position; however, additional responsibilities may be assigned as necessary
• This role requires an average of 4 days in the office each week
• No Personal Assistant responsibilities

Knowledge and Experience Required  

• Proficient in Microsoft Outlook, Excel, Word, Docusign and Adobe Acrobat Professional
• The individual must be extremely organized, detail-oriented, energetic, dedicated to professional excellence
• Exceptional communication skills (oral and written)
• Adaptability and composure in a fast-paced, high-expectation, financial services environment.
• Ability to establish and meet deadlines, work under pressure and handle multiple priorities
• Professional judgment and discretion in handling with confidential and sensitive information
• Problem solving capability with the initiative to identify issues and implement practical solutions
• Minimum 5 years’ experience in a comparable administrative role required.

Expected base salary range:  $115,000-$125.000

Actual base salary is determined by a range of factors including individual experience, skills and qualifications. 

In addition to the above salary, Pantheon offers a generous employee benefits package and successful candidates are eligible to receive a discretionary bonus