Position Overview
The Assistant provides administrative support to a team of Executives within the Private Equity group. Responsibilities include, but are not limited to, general, administrative and/or project-based work. The position may also require providing additional support to other members of the team as and when needs dictate. Given the entrepreneurial culture of the firm, the individual must be prepared to “roll up their sleeves” across a variety of tasks. The operational efficiency and accuracy for this team is critical to ensure business critical deadlines and priorities are met.
Primary Responsibilities:
Extensive calendar management – daily management of scheduling & rescheduling appointments, communicating to attendees, exercising a flexible approach to changing schedules, ensuring appointments are met.
A keen understanding and interest in AI, utilizing tools available and enhancing processes to continually create day to day efficiencies.
Work closely and effectively with executives to complete critical aspects of deliverables with a hands-on approach, including keeping them well informed of upcoming commitments and responsibilities, following up appropriately, prioritize conflicting needs; handle all matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures
Arrange complex travel plans and compose detailed itineraries, obtain necessary travel documents and visa coordination.
Schedule and organize meetings, conferences and off-sites including all related logistics.
Allocate and process expenses for professionals, including American Express and Out of Pocket expenses using the Concur expense management system.
Handle recruitment coordination and logistics for new employees on the team.
Manage work priorities independently and respond to business outside of normal business hours as needed.
Work closely and effectively with team to complete critical aspects of deliverables with a hands-on approach, including keeping them well informed of upcoming commitments and responsibilities, and following up appropriately.
Coordinate closely with team and other assistants to provide seamless coverage & collaboration for high volume desks and back up assistance for the team where required.
Allocation and coding of invoices using OneVue system as needed.
Facilitate vendor onboarding process
Qualifications & Experience
Bachelor’s Degree or four or more years of administrative assistance experience or training, or equivalent combination of education and experience
Ability to thrive in a fast-paced and rigorous work environment; demonstrated ability to prioritize competing demands and meet deadlines
Strong initiative and ownership of responsibilities – Must demonstrate a proactive, positive attitude towards given tasks, plan ahead for potential issues and take appropriate action
Exemplary interpersonal skills necessary to handle sensitive and confidential situations. Role continually requires demonstrated poise, tact and diplomacy
Superb written and verbal communication skills. Strong attention to detail when composing and proofing materials required
Team-oriented and collaborative attitude is a must
Extensive knowledge of Microsoft Outlook and proficient in Excel, Word and PowerPoint
Working knowledge of office administrative procedures and operating standard office equipment
Experience in the finance industry is preferred but not required
About Apollo:
Apollo Global Management, Inc. is an equal opportunity/affirmative action employer. The firm and its affiliates do not discriminate in employment because of race, color, religion, gender, national origin, veteran status, disability, age, citizenship, marital or domestic/ civil partnership status, sexual orientation, gender identity or expression or because of any other criteria prohibited under controlling federal, state or local law.