Administrative Assistant NY

Position: Administrative Assistant  NY)
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.

Position Description

We are currently seeking an Administrative Assistant to join our team in New York, NY. We have opportunities to support our Client Management, Global Wealth Management, and Portfolio Management businesses. This position offers a unique opportunity to gain insight into various areas of the firm, collaborate with diverse teams, and contribute to our commitment to exceptional client service.

In this role, you will thrive as a resourceful self-starter in a fast-paced environment that demands professionalism, organization, and attention to detail. You will serve as a trusted partner to your immediate team and contribute to our team support model, providing comprehensive support to the entire organization and backup support as needed. Your responsibilities will include managing executives' calendars, scheduling and coordinating meetings, and ensuring smooth communication between leaders and internal/external stakeholders.

You will also handle travel arrangements, process expense reports, and assist in planning client events, managing all logistical elements to create a seamless experience.

Location

New York, NY

Responsibilities

The key responsibilities include, but are not limited to:

Administrative Support

* Provide comprehensive administrative support, acting as a proactive gatekeeper to maximize executives' time and contribute to efficient team operations.

* Serve as the main point of contact for internal and external communications, prioritizing phone calls, emails, and mail.

* Assist with general administrative duties, including phone coverage, copying, distributing mail, and supporting ad-hoc projects and group events.

Calendar & Meeting Management

* Proactively manage and prioritize executives' calendars, scheduling internal and external meetings efficiently.

* Manage daily calendars for multiple executives, showcasing flexibility and problem-solving skills to adjust and prioritize schedules in response to last-minute changes.

* Arrange and reserve conference rooms, catering, audio/video, and other essential services for meetings and conferences, coordinating logistics for both onsite and offsite events.

Travel & Expense Management

* Book travel arrangements (primarily domestic) and manage complex itineraries, including flights, accommodations, ground transportation, and visas, while adhering to firm policies.

* Process expense reporting with precision and timeliness.

Client & Event Management

* Organize client meetings and internal events, including venue selection, catering, and logistics management to create a seamless experience (e.g., Global Client Meetings, Due Diligence Meetings, Roadshows, Board Meetings, Department Onsites).

* Order and coordinate monthly client anniversary gifts, reinforcing our commitment to client relationships.

* Update and maintain client information and activities in CRM/Perform, ensuring data integrity and compliance standards for client meals, gifts, and entertainment.

Communication & Relationship Management

* Build strong business relationships with executives and administrative staff, ensuring smooth communication between leaders and internal/external stakeholders.

Research & Documentation

* Draft, proofread, and edit business documents, including memos, reports, presentations, and emails, ensuring accuracy and clarity.

* Conduct research, gather data, and prepare reports and presentations to support decision-making processes.

Team Collaboration & Development

* Collaborate with the Admin team to ensure backup coverage and provide ad hoc support for other Account Managers as needed.

* Drive key team activities and events, such as all-hands meetings, team meetings, and social events.

* Coordinate mid-year and year-end conversations between associates and their managers, fostering open communication and development.

* Manage the onboarding process for new employees and consultants, including coordinating seating, equipment, announcements, and access.

Proactive Engagement

* Actively engage with the executive's direct report team to ensure alignment of…