Supervisor, Administrative Services NY - PIMCO

Supervisor, Administrative Services (New York, NY) – PIMCO

PIMCO is a global leader in active fixed income with deep expertise across public and private markets. We invest clients’ capital across a range of fixed‑income and credit opportunities, leveraging decades of experience navigating complex debt markets. Since 1971, our people have shaped the organization through a high‑performance inclusive culture that celebrates diverse thinking and embodies the CORE values of Collaboration, Openness, Responsibility and Excellence.

We are seeking a Supervisor to join our Administrative Services team. In this role, you will be responsible for the day‑to‑day supervision of assigned administrative assistants, ensuring top‑tier, scalable and efficient support across the team. Supervisory coverage will be aligned with evolving business needs.

Supervisors are instrumental in fostering our team’s high‑performance, collaborative, and continuous‑learning culture. They are subject‑matter experts in administrative operations, providing guidance, leadership and mentorship to the team, managing workloads, and driving excellence and process improvements. The role partners with administrative leadership, other managers and key stakeholders to set the right support structure for success, including staffing, resourcing and performance management processes.

It emphasizes executive‑facing communication and a commitment to fairness; cultivating a positive and respectful culture is fundamental.

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

• Develop and maintain strong relationships with direct reports and managers supported by your team, including department heads.
• Build a high‑performance, collaborative, and learning‑focused culture.
• Set goals and actively manage performance to align with evolving business needs; provide regular coaching and feedback.
• Align tasks and initiatives with the department’s strategic priorities; monitor workloads and reallocate resources as needed.
• Recruit, onboard and manage staffing for the administrative function; participate in compensation and promotion processes as applicable.
• Proactively engage with staff to discuss assignments, address concerns and identify needs.
• Regularly meet with managers/stakeholders to gather performance feedback and understand business needs; share feedback to develop and coach the team.
• Collaborate with management and leadership teams to discuss, recommend and implement best practices or new approaches.
• Plan and coordinate team‑building events.
• Oversee timekeeping and leave management (e.g., Workday) and expense reconciliation (e.g., Concur); ensure accuracy and compliance.
• Acquire and maintain knowledge of systems used by the administrative team (e.g., CRM, Readsoft, Concur) and broader enterprise platforms; promote system adoption and best practices.
• Facilitate regular staff meetings.
• Provide staffing updates to investment professionals, officers and assistants regarding new hires and changing assignments.
• Confirm and/or set department coverage plans and adjust as needed based on business needs.
• Collaborate with senior management to review and assess headcount forecasts.
• Manage new‑hire orientation and training schedules.
• Understand and develop policies and procedures while acting as a key resource for special requests from the business.
• Provide occasional hands‑on administrative support to coach and develop administrative staff (e.g., scheduling, travel booking) and to cover peak workloads or staffing gaps, while maintaining supervisory responsibilities.
• Contribute towards expanding technology, digital and analytics capabilities of the administrative team to drive operational transformation, risk management and productivity gains.

• Internal Applicants:
  Minimum five years tenure at PIMCO and three years of experience in an administrative team‑lead capacity; prior people‑management experience of at least three years considered in lieu of the team‑lead requirement.
• External Applicants:
  Minimum ten years of experience in an administrative or executive assistant function, including at least three‑to‑five years…