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Administrative Assistant (New York, NY)

PIMCO New York, United States
Posted 1 month ago Permanent Competitive
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 Summary

The Administrative Assistant role at PIMCO offers a dynamic and stimulating work environment. It presents a variety of challenges and opportunities for growth. This position requires individuals who are proactive, professional, and possess strong organizational and attention-to-detail skills.

We seek candidates who are team players, value inclusivity, and excel in communication. It is important for individuals in this role to exercise good judgment in all aspects of their responsibilities.

At PIMCO, we encourage our Administrative Assistants to take ownership of their work and demonstrate initiative. We value creative thinking and problem-solving skills, and we welcome innovative ideas and solutions from our team members.

If the following describes you, we encourage you to apply for this exciting opportunity!

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

Responsibilities

At PIMCO, you can expect a dynamic work environment where each day brings new and exciting challenges. Some examples of the day-to-day responsibilities in this role include, but are not limited to:

1. Calendar Management
  • Heavy calendar management for 4-5 individuals according to their preferences
  • Proactively identifies and resolves calendar conflicts
  • Communicates effectively, keeps managers' calendars well organized, and properly screens meetings
2. Meeting Coordination
  • Schedules external and internal meetings, calls and video conferencing
  • Checks and confirms availability for participants
  • Coordinates meeting materials, printing and distribution
  • Handles all aspects of meeting logistics (i.e. VC details, conference Rooms, A/V assistance, catering)
3. Travel Coordination and Preparation
  • Coordinates international and domestic travel arrangements through our online booking tool and travel agency according to the PIMCO Travel and Entertainment Policy
  • Arranges cost effective ground transportation, books hotels and manages all logistics
4. Expense Reports: Travel, Gifts and Entertainment
  • Gathers business documentation and approvals to prepare monthly expense reports
  • Prompts managers after travel, meetings and events for proper documentation
  • Prior to travel or events, obtain policy exception approvals and compliance pre-approvals
  • Process monthly detailed expense reports through the Concur system
  • Reconciles monthly expenses with corporate credit card statements to ensure balances are paid in full, and follows up with managers for personal payments when needed
  • Monitors and tracks all expense reports submitted until final payment
5. Internal and External Client Servicing and Phone Coverage
  • Communicate clear and accurate details along with timely follow-up to emails and ad hoc requests
  • Creates follow up correspondence according to the requirement of each individual
  • Provides excellent client service and phone skills both internally and externally
  • Manages telephone calls and escalates matters appropriately
6. Project and Department Responsibilities
  • Completes assigned projects on time and with accuracy
  • Liaises with assistants from other departments to support all business needs as a team
  • Supports individuals with any projects or events, using Excel, PowerPoint and PIMCO applications
Qualifications
  • 2 - 5+ years of previous administrative experience supporting multiple individuals, preferably within the Financial Services or Investment Management industry
  • Intermediate- to-advanced working knowledge of MS Word, Excel and Outlook required
  • Strong written and verbal communication skills, including exceptional telephone management and the ability to prepare professional correspondence
  • Exceptional organizational and project management skills
  • Adaptable to shifting priorities: You thrive in an environment where priorities may change, and you can easily adjust to new circumstances with minimal notice and guidance
  • Two-year college degree is preferred, but not required
Professional Skills
  • Self-motivated and proactive
  • Fast learner
  • Skilled at multitasking
  • Highly organized
  • Exceptional attention to detail
  • Customer-oriented
  • Effective problem solver
  • Strong follow-up skills
  • Excellent interpersonal skills
  • Ability to prioritize tasks effectively
  • Collaborative team player
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.

Hourly Rate Range: $ 43.03 - $ 44.00

Equal Employment Opportunity and Affirmative Action Statement

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.

Job ID  R104171
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