Supervisor, Administrative Services (New York, NY)

PIMCO•New York, NY

12d•Onsite

About The Position

PIMCO is a global leader in active fixed income with deep expertise across public and private markets. We invest our clients’ capital across a range of fixed income and credit opportunities, leveraging our decades of experience navigating complex debt markets. Our flexible capital base and deep relationships with issuers have helped us become one of the world’s largest providers of traditional and nontraditional solutions for companies that need financing and investors who seek strong risk-adjusted returns. Since 1971, our people have shaped our organization through a high-performance inclusive culture, in which we celebrate diverse thinking. We invest in our people and strive to imprint our CORE values of Collaboration, Openness, Responsibility and Excellence. We believe each of us is here to help others succeed and this has led to PIMCO being recognized as an innovator, industry thought leader and trusted advisor to our clients. Role Overview We are seeking a Supervisor to join our Administrative Services team. In this role, you will be responsible for the day-to-day supervision of assigned administrative assistants, ensuring top-tier, scalable and efficient support across the team. Department Supervisory coverage will be aligned with evolving business needs. Supervisors are instrumental in fostering our team’s high-performance, collaborative, and continuous-learning culture. They are subject matter experts in administrative operations, and bring foundational knowledge and provide guidance, leadership and mentorship to the team, manage workloads, and drive excellence and process improvements In this role, you will partner with administrative leadership, other managers, and key stakeholders to set the right support structure for success, including staffing, resourcing, and performance management processes. This role has a strong emphasis on executive-facing communication, including an unwavering commitment to fairness. Cultivating and fostering a positive and respectful culture will be fundamental to your success in this position. Location This role is required to work onsite in New York, NY.

Requirements

Internal Applicants: A minimum of five years of tenure at PIMCO and three years of experience in an administrative team lead capacity are required. Prior people management experience of at least three years will be considered in lieu of the team lead requirement.
External Applicants: A minimum of 10 years of experience in an administrative or executive assistant function, including at least 3-5 years of experience in an administrative supervisory role.
Subject matter expertise in administrative core responsibilities (travel, expenses, calendar management, information/time management); a track record demonstrating the standard of excellence we expect from the team.
Ability to develop and maintain effective, trusted relationships with administrative assistants, managers/stakeholders, and leadership to foster collaboration and open communication.
Experience proactively setting clear goals, delivering ongoing feedback, and driving performance improvements aligned with business needs.
Established track record in developing, communicating, and enforcing policies and procedures; has served as a reliable policy resource.
Demonstrated capability to identify growth opportunities, support learning and development, and encourage career progression for staff.
History of guiding teams through change, prioritization shifts, and evolving business needs with a positive, proactive approach.
Ability to anticipate problems and drive proactive problem-solving.
Proven track record of embodying PIMCO’s values of Collaboration, Openness, Responsibility and Excellence.
Self-motivated with the ability to work independently while managing multiple priorities effectively.
Exceptional organizational skills with strong attention to detail.
Excellent written and verbal communication skills.
Proficient in Microsoft Office Suite

Nice To Haves

A two–year college degree is preferred but not required.

Responsibilities

Develop and maintain strong relationships with direct reports and managers supported by your team, including department heads.
Build a high-performance, collaborative, and learning-focused culture.
Set goals and actively manage performance to align with evolving business needs; provide regular coaching and feedback.
Align tasks and initiatives with the department’s strategic priorities; monitor workloads and reallocate resources as needed.
Recruit, onboard, and manage staffing for the administrative function; participate in compensation and promotion processes as applicable.
Proactively engage with staff to discuss assignments, address concerns, and identify needs.
Regularly meet with managers/stakeholders to gather performance feedback and understand business needs; share feedback to develop and coach the team.
Collaborate with management and leadership teams to discuss, recommend, and implement best practices or new approaches.
Plan and coordinate team-building events.
Oversee timekeeping and leave management (e.g., Workday) and expense reconciliation (e.g., Concur); ensure accuracy and compliance.
Acquire and maintain knowledge of the systems used by the administrative team (e.g. CRM, Readsoft, Concur) and broader enterprise platforms; promote system adoption and best practices.
Facilitate regular staff meetings.
Provide staffing updates to investment professionals, officers, and assistants regarding new hires and changing assignments.
Confirm and/or set department coverage plans and adjust as needed based on business needs.
Collaborate with senior management to review and assess headcount forecasts.
Manage new hire orientation and training schedules.
Understand and develop policies and procedures while acting as a key resource for special requests from the business.
Provide occasional hands-on administrative support to coach and develop administrative staff (e.g., scheduling, travel booking) and to cover peak workloads or staffing gaps, while maintaining supervisory responsibilities.
Contribute towards expanding technology, digital and analytics capabilities of the administrative team to drive operational transformation, risk management, and productivity gains.