Administrative Assistant


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Full Job Description

General Information

Functional Area: Administrative/Clerical

Employee Type: Full Time

Location: New York

Experienced Required: 5 years

About Us:

We are PIMCO, a leading global asset management firm. We manage investments and develop solutions across the full spectrum of asset classes, strategies and vehicles: fixed income, equities, commodities, asset allocation, ETFs, hedge funds and private equity. PIMCO is one of the largest investment managers, actively managing more than $1.91 trillion in assets for clients around the world. PIMCO has over 2,800 employees in 17 offices globally. PIMCO is recognized as an innovator, industry thought leader and trusted advisor to our clients.
PIMCO is one of the world’s premier fixed income investment managers with thousands of professionals around the world united in a single purpose: creating opportunities for our clients in every environment. Since 1971, we have brought innovation and expertise to our partnership with the institutions, financial advisors and millions of individual investors who entrust us with their assets. We aspire to cultivate performance and leadership through empowering our people, diversity of thought, and a commitment to an inclusive culture that engages in our global communities.

Position Description:

The Administrative Assistant role at PIMCO provides challenge, diversity and opportunity. This is a fast-paced environment that requires individuals to be self-starters, highly professional, organized and detail oriented. We look for candidates who are collaborative, inclusive, effective communicators and exercise good judgement across all responsibilities. We encourage individuals to take ownership and initiative and bring forth creative ideas and solutions. This role is required to work onsite in New York, NY.
Calendar Management

Heavy calendar management for multiple executives with competing priorities according to their preferences
Effectively prioritizes meetings and proactively identifies and resolves calendar conflicts
Communicates effectively and keeps managers’ calendars well organized

Meeting Coordination

Schedules external & internal meetings, calls and video conferencing with multiple time zones and participants
Communicates with assistants across departments and offices to check and confirm availability for participants
Coordinates meeting materials, printing and distribution in accordance with firm-wide deadlines
Handles all aspects of meeting logistics (i.e. VC details, conference rooms, A/V assistance, catering)

Travel Coordination and Preparation

Coordinates complex international and domestic travel arrangements through our online booking tool and travel agency

according to the company travel and expense policy

Arranges cost effective ground transportation, books hotels and manages all logistics
Creates final travel itinerary, including detailed information on client meetings

Expense Reports: Travel, Gifts and Entertainment

Gathers business documentation to prepare monthly expense reports
Prompts managers after travel, meetings and events for proper documentation
Prior to travel or events, obtains policy exception approvals and compliance pre-approvals
Processes monthly detailed expense reports through the firm expense management 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

Internal and External Client Servicing and Phone Coverage

Communicates 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 both internally and externally
Handles a high volume of phone calls and escalates matters appropriately

Project and Department Responsibilities

Completes assigned projects on time and with accuracy
Interacts with senior management & assistants from other departments to support all business needs as a team
Supports individuals with any projects or events using a variety of firm tools and applications
Assist with general administrative tasks including preparing correspondence, data entry, maintaining client contact information

Position Requirements:

5+ years of previous administrative experience supporting multiple executives
Proficient working knowledge of Microsoft Office Suite including Outlook, Excel and Word
Must possess strong written and verbal communication skills, including an exceptional telephone presence and the ability toprepare professional correspondence
Able to take on varying responsibilities and adapt to changing situations with minimal notice and guidance
Team player with a positive can-do attitude
Self-starter that shows interest in your professional growth and initiative to improve processes and procedures
Two-year college degree is preferred but not required

Benefits:

PIMCO is committed to offering a comprehensive portfolio of employee benefits designed to support the health and well-being of you and your family. Benefits vary by location but may include:

Medical, dental, and vision coverage
Life insurance and travel coverage
401(k) (defined contribution) retirement savings, retirement plan, pension contribution from your first day of employment
Work/life programs such as flexible work arrangements, parental leave and support, employee assistance plan, commuter benefits, health club discounts, and educational/CFA certification reimbursement programs
Community involvement opportunities with The PIMCO Foundation in each PIMCO office

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