Administrative Assistant

Position: Administrative Assistant

Location: Midtown New York

Type: Full-Time (Hybrid one day a week)

Overview: Bay Street Advisors is seeking a proactive and detail-oriented Administrative Assistant to join our team. This individual will play a key role in supporting the executive search process by managing critical administrative tasks, ensuring smooth operations across multiple projects, and upholding data accuracy and brand consistency in all client-facing materials.

Key Responsibilities:

• Search Management Support: Assist with managing executive search processes, including tracking candidate progress and maintaining accurate records. Responsibilities include managing client-facing documents, applicant tracking systems (ATS), and internal drives to ensure search information is up to date and accessible.
• Document Formatting: Format resumes and other candidate materials to ensure professional presentation aligned with company standards. Ensure all client-facing documents are accurate, consistent with the firm's branding, and properly formatted before delivery to clients and candidates.
• Scheduling: Coordinate meetings, interviews, and calls between candidates, clients, and internal stakeholders, ensuring all logistics are handled efficiently and professionally.
• Data Entry & Management: Support the entry and maintenance of accurate data in the firm's CRM system and internal databases. Ensure all data entry is conducted with the highest integrity, producing accurate reports and records for both internal use and client reporting.
• General Administrative Support: Provide comprehensive administrative support to the team, including document preparation, travel coordination, and handling general ad hoc administrative tasks as needed.

Qualifications:

• Proven experience in an administrative or support role, preferably within executive search, financial services, or professional services.
• Strong organizational skills with exceptional attention to detail and the ability to manage multiple tasks simultaneously.
• Proficiency in Microsoft Office Suite, particularly Word, Excel, and Outlook.
• Experience working with CRM systems and data management tools.
• Excellent communication skills, both written and verbal.
• Ability to work independently with minimal supervision while maintaining a collaborative team approach.

Why Bay Street Advisors?

Bay Street Advisors is a boutique executive search and consultancy firm specializing in the financial services industry. Founded in 2009, the firm is composed of seasoned professionals with backgrounds in executive search, financial services, and strategic consulting. Bay Street’s structure and approach foster a high degree of collaboration among consultants, delivering sophisticated services, thought leadership, and deep market intelligence. This collaborative and strategic approach has made Bay Street the firm of choice for leading global investment banks, advisory boutiques, asset managers, hedge funds, private equity firms, and specialty finance companies.

As part of our team, you will contribute to impactful projects, gain exposure to top-tier clients, and grow your professional skills in a dynamic and supportive environment.

Job Type: Full-time

Pay: $65,000.00 - $75,000.00 per year

Benefits:

• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Application Question(s):

• How many years of Executive Search or Recruitment experience do you have?

Experience:

• Project management: 5 years (Required)
• Appointment scheduling: 5 years (Preferred)

Work Location: In person

Salary : $65,000 - $75,000