Global Alternatives Executive Administrative Assistant

BTGPactual International•New York City, NY

About The Position

Global Alternatives Executive Administrative Assistant We are seeking a highly organized and proactive Executive Administrative Assistant to support a growing team, including one Managing Director/Partner (MDP), three Associate Partners, and 2 Senior Executives. This role requires exceptional attention to detail, strong communication skills, and the ability to manage complex calendars and travel logistics in a fast-paced environment. The ideal candidate thrives under pressure, delivers outstanding service, and operates with discretion and professionalism. Key Responsibilities Executive & Administrative Support Provide dedicated executive support to the Senior team members. Manage complex calendars, including client meetings, conference room bookings, guest registration, tracking, and rescheduling Serve as primary point of contact for their daily schedule, logistics, and coordination Coordinate internal calls and recurring meetings for the broader team Liaise with external Boards on behalf of the senior team members, including scheduling, document execution, travel coordination, and general communications Prepare, print, and bind materials and presentations Maintain distribution lists for the extended international group, ensuring accurate communication channels Support ad hoc projects as needed. Travel Coordination Partner with the dedicated travel team to manage all business travel for the Global Alts NY team Coordinate quotations and bookings for domestic and complex multi-stop international travel Work directly with employees and external travel agencies to arrange flights, hotels, car services, and rental cars Ensure compliance with internal travel policies and US Travel Desk procedures Provide support for travel changes, cancellations, and emergencies (including after-hours and weekend coverage as needed) Expense & Operations Support Prepare and submit monthly expense reports for senior team members Assist with coding and reconciliation of deal-related expenses Provide light scheduling support for 3–4 additional team members Organize internal and external meetings and team events

Requirements

5+ years of experience as an Executive Assistant supporting senior partners or C-level executives
Prior experience booking complex business travel
Exceptional organizational skills and attention to detail
Strong customer service mindset with a professional and polished demeanor
Ability to multitask and prioritize effectively in a fast-paced environment
Comfortable working both independently and collaboratively
Proficient in Microsoft Office (Outlook, Excel, PowerPoint, Word)
Flexibility to provide after-hours and weekend travel support when necessary

Nice To Haves

Experience with SAP Concur preferred
Portuguese fluency preferred

Responsibilities

Provide dedicated executive support to the Senior team members.
Manage complex calendars, including client meetings, conference room bookings, guest registration, tracking, and rescheduling
Serve as primary point of contact for their daily schedule, logistics, and coordination
Coordinate internal calls and recurring meetings for the broader team
Liaise with external Boards on behalf of the senior team members, including scheduling, document execution, travel coordination, and general communications
Prepare, print, and bind materials and presentations
Maintain distribution lists for the extended international group, ensuring accurate communication channels
Support ad hoc projects as needed.
Partner with the dedicated travel team to manage all business travel for the Global Alts NY team
Coordinate quotations and bookings for domestic and complex multi-stop international travel
Work directly with employees and external travel agencies to arrange flights, hotels, car services, and rental cars
Ensure compliance with internal travel policies and US Travel Desk procedures
Provide support for travel changes, cancellations, and emergencies (including after-hours and weekend coverage as needed)
Prepare and submit monthly expense reports for senior team members
Assist with coding and reconciliation of deal-related expenses
Provide light scheduling support for 3–4 additional team members
Organize internal and external meetings and team events