Admin Manager

In today's environment, where Executive assistance continues to play a significant role in shaping business, the Executive Administration Manager will create structured solutions to enhance support service and become a subject matter expert in the field, simultaneous to managing a team of Business Support Specialists. The candidate should possess an advanced high-level Executive Assistant skillset including confidentiality, strong work ethic, good time management, resourcefulness, diligence, and have strong business and client deliverable focus. The ability to balance competing priorities across EA and business deliverables is key. Professionalism, drive, and determination alongside an avid interest in the business are also essential in fostering a senior platform and global network.

As the Admin Manager - Executive Support , within the executive administration support team, you will play a critical role in providing a hybrid service that combines administrative assistance with leadership responsibilities. You will leverage your expertise to promote the success of executive support services and ensure the seamless operation of administrative functions.

Key Responsibilities:

Executive Assistance & Administration Support : Focus on delivering high-level executive assistance and administration support to stakeholders, ensuring confidentiality, resourcefulness, and diligence in all tasks. The role requires a strong work ethic, excellent time management skills, and a keen focus on business and client deliverables.

Leadership & Team Management : Lead and mentor a team of Business Support Specialists, fostering a collaborative environment that enhances the team's ability to provide exceptional support services. The ability to balance competing priorities across executive assistance and business deliverables is crucial.

Strategic Collaboratio n: Collaborate with global partners and senior stakeholders to understand the firm's strategy and various Lines of Business deliverables. Translate these insights into actionable business challenges and opportunities, ensuring optimal resource deployment and enhanced executive support.

Cross-Functional Interface : Interface with multiple lines of business, Business Managers, Internal Business Partners, Corporate support functions, and external clients. Develop strategies to ensure cohesive and consistent executive support across the organization.

Professionalism & Drive : Exhibit professionalism, drive, and determination, alongside an avid interest in the business. These qualities are essential in fostering a senior platform and global network.

The ideal candidate must have demonstrated leadership skills among their peers and be comfortable interacting with all levels of senior management. They must have a strong interest in promoting career development, mentoring, and training for their peers. Additionally, the ideal candidate must be extremely organized and detail-oriented with a strong commitment to quality and have exceptional follow-up and follow-through skills. Managerial role will be additive to the candidate's current administrative responsibilities.

Job responsibilities:

• Lead and manage a team of administrative assistants, providing mentorship, coaching, and promoting career development.
• Perform day-to-day team management activities, including ongoing feedback, TAS approvals, and recruiting.
• Continuously manage coverage planning, including admin support ratios, temporary coverage needs, workload monitoring, and rebalancing.
• Motivate individual and team performance through coaching and mentoring.
• Supervise direct reports and offer comprehensive administrative support to high-level executives and stakeholders.
• Ensure oversight for local control and reporting activities for assigned line of business and manage all facets of the performance management process.
• Align executive assistant support with business priorities and drive thought leadership initiatives for operational improvement.
• Govern core business processes, deliver on KPIs, and ensure team fluency in key policies and business practices (e.g., Expense Policy).
• Efficiently manage complex calendar and inbox activities, phone coverage, travel, and expense processing, ensuring adherence to firmwide policies.
• Manage client relationships and deliver consistent support to complex client needs, including line of business projects and employee engagement activities.
• Collaborate with other functional groups and senior leaders to ensure consistent service delivery, maintain strong partnerships, and advocate for administrative staff needs, driving talent and career management for the team.

Required qualifications, capabilities, and skills:

• Established experience in senior administrative support or operational management.
• Innovative, solution-focused individual with strong project management and leadership capabilities.
• Ability to make independent decisions and work effectively with minimal supervision.
• Clear, concise written and verbal communication style across multiple audiences.
• Capable of handling multiple tasks and adapting to changing priorities seamlessly.
• Exceptional partnership and interpersonal skills for influencing and building relationships.
• Control orientation with a focus on compliance and risk mitigation.
• Proficiency in Microsoft Office Suite and ability to integrate and use new technologies effectively.
• Self-starter with a proactive mindset, able to take full ownership and drive an agenda.
• Amenable to working onsite following core US hours.

Preferred qualifications, capabilities, and skills:

• Background in providing administrative support within a financial firm or finance background.
• Experience in team management and promoting career development.