Administrative Assistant / Senior Administrative Assistant

Vista previa de la oferta

Administrative Assistant / Senior Administrative Assistant

senior · Other

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.

Position Description

We are seeking an Administrative Assistant or Senior Administrative Assistant to join our Hong Kong admin team. This role provides dedicated support to a group of professionals (approx. 10-15 employees) across multiple functions.

The successful candidate will be highly organized, proactive, adaptable, and service-oriented, with the ability to manage competing priorities in a fast-paced environment. The role requires strong coordination skills, attention to detail, and the flexibility to support evolving business needs and team coverage requirements.

In addition to supporting assigned teams, the individual will be an integral member of the Hong Kong Admin Team and will participate in shared office responsibilities and cross-coverage support.

Key Responsibilities:

Executive and Team Support

• Coordinate internal and external meetings, including scheduling across multiple time zones and offices.
• Manage complex calendars and ensure effective coordination of meetings, events, and travel plans.
• Prepare and distribute meeting materials, agendas, and logistical details.
• Coordinate audio/video conferences and virtual meetings across global offices.
• Liaise with colleagues, clients, external counsel, vendors, and stakeholders in a professional and timely manner.

Travel and Expense Management

• Arrange domestic and international travel, including flights, hotels, visas (where applicable), and ground transportation.
• Prepare detailed travel itineraries and logistics.
• Process expense reports and reimbursement requests through Concur.
• Reconcile corporate credit card statements and ensure timely submission of expenses in accordance with company policies.

Team and Office Support

• Provide cross-coverage for colleagues within the Admin Team during absences, peak periods, or changing business priorities.
• Support managers and teams across different departments as organizational needs evolve.
• Participate in shared administrative responsibilities, including:
  • Front-of-house and reception coverage
  • Handling incoming phone calls and visitors
  • Courier, mail, and document distribution
  • Visitor coordination and meeting room support
  • General office and facilities-related administration

General Administration

• Maintain accurate filing systems and administrative records.
• Assist with invoice processing and vendor coordination.
• Support data management and CRM-related activities as required.
• Assist with legal document administration, filing, and record management.
• Support Continuing Professional Training (CPT) tracking and documentation.
• Contribute to office projects, events, and operational initiatives.

Qualifications and Experience:

• Relevant administrative support experience in a professional services, financial services, legal, or corporate environment.
• Experience supporting senior professionals, executives, or teams is preferred.
• Candidates with varying levels of experience will be considered; title and responsibilities may be aligned with experience and qualifications.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Familiarity with expense management and travel booking systems is advantageous.

Skills and Attributes:

• Excellent organizational and time-management skills.
• Strong attention to detail and commitment to accuracy.
• Ability to manage multiple priorities while remaining calm under pressure.
• Strong interpersonal and communication skills.
• Ability to work effectively with colleagues across functions, seniority levels, and regions.
• Proactive problem-solving mindset and willingness to take ownership.
• Flexible and adaptable, with the ability to respond to changing priorities and business needs.
• Strong customer-service orientation and a collaborative team approach.
• High level of professionalism, discretion, and confidentiality.

In addition to displaying a strong commitment to PIMCO’s culture, values and approach, personal characteristics for this role include:

• Flourish in a challenging, fast-paced, professional environment with frequent shifts in priorities as business needs dictate
• Maintaining a strong commitment to quality and attention to detail; ensuring that the work product is delivered completed, accurately, and on time
• Strong written and verbal communications skills
• Exceptional organizational and programmed management skills, including the ability to manage a large number of on-going initiatives
• Embrace teamwork and actively contribute to the success of the broader AdminTeam.

Equal Employment Opportunity and Affirmative Action Statement

PIMCO recruits and hires qualified candidates without regard to race, national origin, ancestry, religion (including religious dress and grooming practices), sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), sexual orientation, gender (including gender identity and expression), age, military or veteran status, disability (physical or mental), any factor prohibited by law, and as such affirms in policy and practice to support and promote the concept of equal employment opportunity and affirmative action, in accordance with all applicable federal, state, provincial and municipal laws. The company also prohibits discrimination on other basis such as medical condition, or marital status under applicable laws.

Applicants with Disabilities

PIMCO is an Equal Employment Opportunity/Affirmative Action employer. We provide reasonable accommodation for qualified individuals with disabilities, including veterans, in job application procedures. If you have any difficulty using our online system due to a disability and you would like to request an accommodation, you may contact us at 949-720-7744 and leave a message. This is a dedicated line designed exclusively to assist job seekers with disabilities to apply online. Only messages left for this purpose will be considered. A response to your request may take up to two business days.