JOB TITLE: Administrative Assistant
REPORTS TO: Office Manager
LOCATION: New York, New York (Midtown – near Herald Square)
ABOUT GLOBAL HOLDINGS MANAGEMENT GROUP:
Global Holdings Management Group is a private real estate development and investment firm headquartered in New York City. The firm manages a multi-billion-dollar portfolio of commercial, residential, and hospitality assets across North America, the United Kingdom, and Europe. Acting as the exclusive development, advisory, and management platform for Global Holdings Group, the company oversees more than 10 million square feet of real estate, including over 120 properties and 1,500 hotel rooms. Its portfolio includes some of New York City’s most distinctive and valuable assets, such as the award-winning Nomad Tower, the prestigious 120 Park Avenue, Anagram Columbus Circle, and 875 Third Avenue.
ROLE OVERVIEW:
Global Holdings is seeking a professional, highly organized Administrative Assistant/Executive Assistant to help keep our office running smoothly and provide administrative support across multiple departments. This role will also provide high-touch executive support to one or more senior leaders, contributing to efficient execution and day-to-day workflow management.
As a front-facing presence in the office, the Administrative Assistant will often be the first point of contact for employees, visitors, and vendors, and should be personable, service-oriented, and responsive. The ideal candidate is proactive, detail-oriented, and thrives in a fast-paced, in-office environment while balancing operational needs, administrative responsibilities, and ad hoc projects.
Administrative Assistant – 50%
Office Operations & Front Desk Support
- Open and close the office daily, ensuring readiness for staff and guests.
- Serve as the first point of contact for visitors by greeting guests, taking coats and umbrellas, and offering refreshments.
- Ensure conference rooms and shared spaces are consistently clean, organized, and guest-ready, including setup, refreshments, and daily upkeep.
- Answer incoming phone calls, transfer and conference calls, and take accurate messages.
- Provide general reception coverage and respond to in-person inquiries with professionalism.
- Manage conference room calendars.
Administrative & Office Management Support
- Order and maintain inventory of general office supplies and business cards.
- Code invoices accurately and submit for accounting approval.
- Schedule domestic and international courier services, track shipments, and code related invoices.
- Oversee office equipment and vendor coordination, including copiers, coffee machines, and water filtration systems.
- Support special projects and ad hoc requests for the Office Manager & Design Team.
Executive Support – 50%
- Serve as a key point of contact between executives and internal/external stakeholders.
- Coordinate meetings, agendas, and follow-ups to ensure action items are completed.
- Coordinate travel (air, hotel, ground transportation) and prepare materials as needed.
- Anticipate executive needs and proactively resolve scheduling or logistical issues.
SCHEDULE:
- Full-time, Monday through Thursday, 9:30am– 6:30pm & Fridays, 9am – 6pm.
- Fully in-office position, with flexibility to adjust start or end times as business needs require.
EXPERIENCE:
- 3-5 years of experience in an administrative, office support, or receptionist role preferred. Of those, at least 2 or more years providing direct executive support to senior leadership.
- Experience supporting multiple departments is a plus.
SKILLS AND QUALIFICATIONS:
- Proficiency in Microsoft Office, including Outlook, Word, and Excel.
- Strong organizational and time-management skills with exceptional attention to detail.
- Professional demeanor with a positive, service-oriented attitude.
- Excellent verbal and written communication skills.
- Ability to multitask, prioritize, and adapt in a fast-paced office environment.
- Collaborative team player with a proactive mindset.
COMPENSATION AND BENEFITS:
- The expected base salary range for this role is $70,000–$90,000 per year. This role is also eligible for an annual discretionary bonus. Employees receive a comprehensive benefits package, including:
- Health insurance, effective on your first day
- Participation in a 401(k)-retirement plan with a company match
- Paid time off and paid sick leave
- Paid company holidays
The above is intended to describe the general nature and level of work performed by individuals assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Job responsibilities may change at any time with or without notice.
Global Holdings Management Group (US) Inc. is an equal opportunity employer who agrees not to discriminate against any employee or job applicant irrespective of race, color, creed, alienage, religion, sex, national origin, age, disability, gender (including gender identity), marital status, sexual orientation, citizenship, or any other characteristic protected by law.
