We are seeking a highly organized and proactive Executive Administrative Assistant to support a growing team, including one Managing Director/Partner (MDP), three Associate Partners, and 2 Senior Executives. This role requires exceptional attention to detail, strong communication skills, and the ability to manage complex calendars and travel logistics in a fast-paced environment. The ideal candidate thrives under pressure, delivers outstanding service, and operates with discretion and professionalism.

Key Responsibilities

Executive & Administrative Support

• Provide dedicated executive support to the Senior team members.
• Manage complex calendars, including client meetings, conference room bookings, guest registration, tracking, and rescheduling
• Serve as primary point of contact for their daily schedule, logistics, and coordination
• Coordinate internal calls and recurring meetings for the broader team
• Liaise with external Boards on behalf of the senior team members, including scheduling, document execution, travel coordination, and general communications
• Prepare, print, and bind materials and presentations
• Maintain distribution lists for the extended international group, ensuring accurate communication channels
• Support ad hoc projects as needed.
  
  

Travel Coordination

• Partner with the dedicated travel team to manage all business travel for the Global Alts NY team
• Coordinate quotations and bookings for domestic and complex multi-stop international travel
• Work directly with employees and external travel agencies to arrange flights, hotels, car services, and rental cars
• Ensure compliance with internal travel policies and US Travel Desk procedures
• Provide support for travel changes, cancellations, and emergencies (including after-hours and weekend coverage as needed)
  
  

Expense & Operations Support

• Prepare and submit monthly expense reports for senior team members
• Assist with coding and reconciliation of deal-related expenses
• Provide light scheduling support for 3–4 additional team members
• Organize internal and external meetings and team events
  
  

Qualifications

• 5+ years of experience as an Executive Assistant supporting senior partners or C-level executives
• Prior experience booking complex business travel
• Exceptional organizational skills and attention to detail
• Strong customer service mindset with a professional and polished demeanor
• Ability to multitask and prioritize effectively in a fast-paced environment
• Comfortable working both independently and collaboratively
• Proficient in Microsoft Office (Outlook, Excel, PowerPoint, Word)
• Experience with SAP Concur preferred
• Portuguese fluency preferred
• Flexibility to provide after-hours and weekend travel support when necessary
  
  

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