Senior Executive Assistant Job at Swoon in Baltimore

TITLE: Administrative Assistant x2 (Senior & Mid-Level Admin Assistant) at

TYPE: 6mos Contract to start/ Ideally Contract-to-Hire

RATE: $30-40ph W2 + benefits (Swoon covers 50% of benefits) - Converts to roughly $60-80K annually

LOCATION: Location: 2 days in DC, 1 day in downtown Baltimore. WFH 2 days/week.

ABOUT THE CLIENT:

Our client is a premier global asset management organization committed to investing in opportunities that help people thrive in an evolving world. Both roles begin with a 6-month contract, with the potential for temp-to-perm conversion based on performance and availability.

POSITION OVERVIEW:

Both positions require sound judgment, confidentiality, and strong collaboration skills to provide seamless, high-level support with minimal supervision.

Mid-Level Admin (Administrative Assistant II):

• Department: Supporting Global Sales Management (2-3 leaders)
• Required: GED with 2-4+ years of administrative experience
• Location: Hybrid- 2 days in DC, 1 day in downtown Baltimore, MD. WFH 2 days/week.

Senior Admin (Sr. Administrative Assistant):

• Department: Supporting Investments Team (2-3 leaders)
• Required: Ideally Bachelor’s Degree with 3+ years of relevant experience (or 6+ years of experience without a degree)
• Location: Hybrid (3 days onsite) in Baltimore, MD 21202

KEY RESPONSIBILITIES:

• Provide daily administrative and office support to ensure the team is prepared for meetings and follows through on action items. Duties include managing calendars, meetings, expenses, booking events, offsites, travel, and correspondence.
• Book and manage travel accommodations, client meetings, roadshows, and conferences, including production of materials, logistical arrangements (meeting site reservations, catering, security), and liaising with vendors, subject-matter experts, and participants.
• Maintain contact management systems, log meeting activities, update databases and shared sites, and provide accurate data on processes and procedures. Manage distribution lists, IT requests, and ensure the team has necessary tools and equipment.
• Collaborate closely with executive and regional administrative assistants to increase efficiency and provide cross-departmental support.
• Represent the team to guests and new hires, serving as the main point of contact for office management, onboarding, technology setup, and maintaining office and kitchen supplies.
• Work independently to prioritize and complete requests, including those that are highly sensitive and confidential.

PREFERRED SKILLS:

• Strong verbal and written communication, customer service, and interpersonal skills.
• Expert ability to multi-task, manage time, and work independently.
• Strong organizational skills with the ability to keep information confidential.
• Expertise in event planning and budgeting.
• Leadership and mentoring skills to provide support and constructive feedback.
• Proficiency with Microsoft Word, Excel, and PowerPoint.