Administrative Assistant

PKF O'Connor Davies•Woodcliff Lake, NJ

20d•$60,000 - $70,000•Hybrid

About The Position

The individual will serve as a trusted partner to the executive team of a fund administration firm, helping translate strategic priorities into practical execution across operations, client service, finance, technology, compliance, and people initiatives. This role requires an analytical, detail-oriented, and self-motivated professional who can manage competing priorities, produce executive-ready work product, and drive accountability across cross-functional teams.

Requirements

High school diploma or equivalent.
Exceptional command of Microsoft Word, Excel, and PowerPoint; must be able to create polished documents, complex spreadsheets, and executive-level presentations with minimal direction.
Strong analytical skills with the ability to organize data, identify patterns, evaluate tradeoffs, and communicate conclusions clearly.
Outstanding attention to detail, accuracy, formatting, grammar, and follow-through.
Self-motivated, proactive, and comfortable operating in a fast-paced environment with changing priorities and limited supervision.
Excellent written and verbal communication skills, including the ability to synthesize complex information for executive audiences.
Strong project management and organizational skills; able to manage multiple workstreams, deadlines, stakeholders, and deliverables simultaneously.
High degree of professionalism, discretion, sound judgment, and ownership.
Must be able to work in-office a minimum of 4 days per week.

Nice To Haves

Experience in fund administration, asset management, private equity, hedge funds, accounting, financial services, or professional services.
Familiarity with fund accounting, investor reporting, capital activity, client service models, compliance workflows, and operational risk controls.
Experience supporting C-suite executives, managing strategic initiatives, or operating in a consulting, finance, operations, or transformation role.

Responsibilities

Partner with senior leadership to define priorities, track progress, and ensure follow-through on strategic and operational initiatives.
Prepare high-quality executive materials, including board decks, client presentations, management reports, meeting agendas, briefing notes, and decision memos.
Develop and maintain dashboards, project plans, KPI trackers, financial analyses, and operating reports using advanced Excel and data analysis techniques.
Coordinate firm-wide initiatives across fund accounting, investor services, treasury, tax, compliance, technology, client onboarding, and relationship management teams.
Prepare monthly billing packages for assigned partners and managers. Download client ledgers and other supporting records needed for invoice preparation, client billing review, and account follow-up.
Prepare quarterly billing worksheets for all Financial Services partners; calculate realization percentages and obtain manager comments, explanations, and supporting documentation needed to finalize worksheets.
Download weekly Accounts Receivable Aging reports, review outstanding balances, follow up with clients on open invoices and payments, and coordinate collection status with partners and Finance.
Prepare client account reconciliations covering invoices issued, payments received, and outstanding balances; maintain reconciliation schedules for ODA clients and other assigned accounts.
Analyze operational data, client service metrics, staffing capacity, profitability trends, and workflow bottlenecks to identify insights and recommend practical actions.
Support annual planning, budgeting, resource allocation, and performance management processes through structured analysis and clear presentation of findings.
Serve as a communication bridge between executives and departments, ensuring priorities are understood, aligned, and executed consistently.
Maintain confidentiality while handling sensitive client, employee, financial, and strategic information with sound judgment and professionalism.