Overview
Administrative Assistant/Scheduling Coordinator – Asset Management Firm (# 3515278) Jobs in New York, NY at Confidential Company
Title: Administrative Assistant/Scheduling Coordinator – Asset Management Firm (# 3515278)
Company: Confidential Company
Location: New York, NY
Location – Midtown Manhattan – 4 days in-office
Typically 9am – 5pm
Overview
We are seeking a highly organized and detail-oriented Administrative Assistant/Scheduling Coordinator to support senior leadership with a primary focus on interview scheduling and candidate coordination. This role is critical to ensuring a seamless, professional experience for candidates, clients, and internal stakeholders by managing complex calendars, coordinating interviews across multiple time zones, and maintaining clear, proactive communication.
The ideal candidate thrives in a fast-paced environment, is meticulous with details, and excels at juggling priorities while maintaining a polished and professional demeanor.
Key Responsibilities
Interview Scheduling & Coordination
- Coordinate and schedule high-volume interviews across multiple stakeholders, including executives, hiring managers, candidates, and clients
- Manage complex calendars, often with last-minute changes or competing priorities
- Schedule virtual, in-person, and multi-round interview processes
- Handle rescheduling, cancellations, and urgent changes with professionalism and speed
- Prepare and send interview confirmations, calendar invites, agendas, and logistics
- Ensure candidates receive timely instructions, links, and directions
Process & Coordination Excellence
- Partner closely with internal teams to align availability and priorities
- Identify opportunities to improve scheduling workflows and efficiency
- Maintain a high-touch, white-glove candidate experience
- Ensure consistency, accuracy, and professionalism in all communications
Executive & Administrative Support
- Provide day-to-day administrative support to senior executives or recruiters
- Act as a primary point of contact for scheduling-related communication
- Track interview status and maintain accurate scheduling records
- Support meeting preparation, follow-ups, and documentation as needed
- Maintain confidentiality and discretion with sensitive information
Requirements
2-10+ years of admin and/or scheduling experience
Bachelor degree highly preferred
