Global Alternatives Executive Administrative Assistant

Global Alternatives Executive Administrative Assistant

We are seeking a highly organized and proactive Executive Administrative Assistant to support a growing team, including one Managing Director/Partner (MDP), three Associate Partners, and 2 Senior Executives. This role requires exceptional attention to detail, strong communication skills, and the ability to manage complex calendars and travel logistics in a fast-paced environment. The ideal candidate thrives under pressure, delivers outstanding service, and operates with discretion and professionalism.

Key Responsibilities

Executive & Administrative Support

• Provide dedicated executive support to the Senior team members.


• Manage complex calendars, including client meetings, conference room bookings, guest registration, tracking, and rescheduling


• Serve as primary point of contact for their daily schedule, logistics, and coordination


• Coordinate internal calls and recurring meetings for the broader team


• Liaise with external Boards on behalf of the senior team members, including scheduling, document execution, travel coordination, and general communications


• Prepare, print, and bind materials and presentations


• Maintain distribution lists for the extended international group, ensuring accurate communication channels


• Support ad hoc projects as needed.

Travel Coordination

• Partner with the dedicated travel team to manage all business travel for the Global Alts NY team


• Coordinate quotations and bookings for domestic and complex multi-stop international travel


• Work directly with employees and external travel agencies to arrange flights, hotels, car services, and rental cars


• Ensure compliance with internal travel policies and US Travel Desk procedures


• Provide support for travel changes, cancellations, and emergencies (including after-hours and weekend coverage as needed)

Expense & Operations Support

• Prepare and submit monthly expense reports for senior team members


• Assist with coding and reconciliation of deal-related expenses


• Provide light scheduling support for 3–4 additional team members


• Organize internal and external meetings and team events

Qualifications

• 5+ years of experience as an Executive Assistant supporting senior partners or C-level executives


• Prior experience booking complex business travel


• Exceptional organizational skills and attention to detail


• Strong customer service mindset with a professional and polished demeanor


• Ability to multitask and prioritize effectively in a fast-paced environment


• Comfortable working both independently and collaboratively


• Proficient in Microsoft Office (Outlook, Excel, PowerPoint, Word)


• Experience with SAP Concur preferred


• Portuguese fluency preferred


• Flexibility to provide after-hours and weekend travel support when necessary