Sr Administrative Assistant

Voya Financial • New York, NY

1d • $90,000 - $100,000 • Onsite

About The Position

Pomona Capital is seeking a Sr Administrative Assistant to provide high-level, in-office administrative and executive support to the Chief Financial Officer and Office Manager. This role aims to enhance their effectiveness through exceptional organization, discretion, and proactive partnership. The position requires a high degree of judgment, initiative, and professionalism in managing executive priorities, confidential matters, office operations, and special projects within a fast-paced environment. This role is based in the New York office and requires onsite presence four days per week.

Requirements

• High School Diploma or GED required; bachelor’s degree preferred. High School Diploma/GED +2 years’ experience may be considered in lieu of a bachelor’s degree.
• Minimum of 7 years of progressively responsible administrative experience, including at least 3 years supporting C-level or senior executives.
• Advanced proficiency with Microsoft Word, Excel, Outlook, SharePoint, and PowerPoint.
• Excellent verbal and written communication skills.
• Exceptional discretion and ability to maintain strict confidentiality.
• Highly organized with strong attention to detail and the ability to prioritize multiple responsibilities in a fast-paced environment.
• Strong critical thinking, problem-solving, and decision-making capabilities.
• Ability to work independently and collaboratively while adapting to changing priorities and business needs.
• Demonstrated confidence and professionalism when interacting with senior leaders and external partners.
• Ability to anticipate needs, resolve issues proactively, and take initiative with minimal direction.
• Flexibility to work extended hours when necessary to support time-sensitive matters.

Nice To Haves

• Bachelor’s degree preferred.
• Financial services industry experience preferred.
• Experience with Concur, Adobe, DocuSign, and Claude preferred.
• Poised, polished, and professional presence with a high standard of appearance and demeanor appropriate for a client-facing office environment.
• Exceptional judgment, composure, and interpersonal skills when interacting with senior executives, investors, visitors, and key stakeholders.

Responsibilities

• Provide primary executive support to the Chief Financial Officer and Office Manager, serving as a trusted point of contact.
• Manage complex, fast-changing calendars for the CFO, prioritizing requests, resolving conflicts, and anticipating scheduling needs.
• Coordinate and manage virtual and onsite meetings and events, including logistics, agendas, catering, and meeting materials.
• Prepare, edit, and proofread polished materials and correspondence using Microsoft PowerPoint, Word, and Excel, including drafting communications on behalf of executives.
• Handle highly confidential and sensitive information with the utmost discretion and professionalism.
• Process and reconcile vendor invoices and the CFO’s expense reports, coordinating with the finance team on approvals and deadlines.
• Communicate and follow up on requests and action items, tracking open items related to office operations while liaising with Building Management, Security, and Voya partners.
• Serve as a liaison between executives, administrative and business management teams, external contacts, and vendors.
• Demonstrate a “no job is too small” mentality while supporting office and business needs.
• Act as the welcoming and professional first point of contact for visitors and guests.
• Partner closely with the Office Manager and administrative team to help manage workload and operational priorities.
• Manage office subscriptions, publications, and professional memberships.
• Maintain organized electronic and hard-copy files and records and provide printing, copying, and scanning support as needed.
• Maintain office, kitchen, and hospitality supplies by monitoring inventory and coordinating orders.
• Assist with ad hoc projects and initiatives while identifying opportunities to improve administrative and office processes.
• Plan and coordinate domestic and international business travel arrangements for the CFO.
• Understand and comply with all firm policies and procedures while performing responsibilities associated with the role.

Benefits

• Health, dental, vision and life insurance plans
• 401(k) Savings plan – with generous company matching contributions (up to 6%)
• Voya Retirement Plan – employer paid cash balance retirement plan (4%)
• Tuition reimbursement up to $5,250/year
• Paid time off – including 20 days paid time off, nine paid company holidays and a flexible Diversity Celebration Day.
• Paid volunteer time — 40 hours per calendar year

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED