Position Information Hiring Manager: Administration Manager
Department: Administration
Department Overview The Administration Department is responsible for providing administrative and logistical support to the entire organization. The role of the department is to keep the office organized and ensure that everything runs smoothly. In addition, the Administration Team makes sure that policies and procedures are being followed. The department's primary responsibilities include scheduling, expenses, travel and assisting with other duties allowing those they support more time to carry out their responsibilities.
Position Responsibilities The primary focus of this position is to provide support to 2-3 Senior Leaders within the Investor Partners Group ( IPG ) with demanding schedules and frequent travel, while also serving as primary backup to the President's Executive Assistant. This role requires someone who is dedicated to producing the highest quality of work, regardless of the task, and project management. The position requires the candidate to be available on occasion during non-working hours and weekends. Responsibilities include, but are not limited to, the following:
- Provide full administrative support to 2-3 designated Senior Leaders including complex calendar management, travel coordination, expense processing and meeting logistics
- Provide backup support to the President's Executive Assistant during peak periods, out of office coverage or special projects
- Handle office-related tasks such as printing, scanning, document preparation and logistical coordination to support the efficient functioning of the President's Office
- Assist with overflow requests and administrative follow-ups to allow the President and his Executive Assistant to focus on priorities
- Track open items, provide timely status updates and ensure key follow-ups are captured and addressed
- Collaborate closely with the IPG Administration Manager to maintain alignment on priorities, coverage needs and Administration Team communications
- Partner with other members of the Administration Team to ensure continuity of executive support across the organization
- Coordinate cross-functional projects, prepare meeting materials
- Ad-hoc duties / projects as assigned
Candidate Requirements Qualifications & Experience:
- Bachelor's degree or equivalent education required
- Minimum 5 years of relevant work experience
- Have outstanding verifiable references
- Ability to maintain confidentiality to the highest degree and discretion in all circumstances
- Mature and collegial individual who is positive, proactive, detail-oriented and persistent and grasps the broader picture
- Demonstrates poise and grace under pressure
- Proactive and anticipatory; a flexible self-starter who is willing to pitch in wherever needed
- Tech savvy; easily grasps new programs and applications
- Flexibility to work outside of strict job description parameters, thinking creatively about how to provide highest quality internal customer service
- Excellent project management skills
- Process-oriented; enjoys developing and implementing systems and documents
- Able to build rapport and credibility quickly with household staff, the corporate office and vendors
- Able to communicate effectively and readily with managers and the C-Level Executives
- Enthusiastic about working in office and creating a Gold Standard hybrid work culture
Critical Competencies for Success Our Gold Standards Model defines key behaviors and competencies across 4 dimensions: Leadership, Achieving Results, Personal Effectiveness and Thinking Critically. These behaviors and competencies drive our ability to win together.
- Leadership: Role models in this area consistently focus on the right goals and priorities and continually develop themselves and others. Always team players, they influence and engage with others to contribute to a supportive and inclusive culture where all feel welcome.
- Achieving Results: Role models in this area are high achievers who develop careful plans and deliver consistently and effectively. They hold themselves and others accountable for delivering high quality results, and they remove barriers to ensure others can contribute and grow.
- Personal Effectiveness: Role models in this area build strong relationships, treat others with respect and communicate effectively. They are driven to exceed expectations and are adaptable to changing circumstances.
- Thinking Critically: Role models in this area understand our business, rely on analytical reasoning and seek diverse perspectives to solve problems. They are forward thinking, anticipating issues and addressing them in advance.
The
department-specific competencies define the knowledge, skills and abilities that are needed to successfully perform the functional or technical work of this role.
- Administrative Excellence: Understands administrative processes and systems (e.g., documentation, calendars, budgets, office management) and balances multiple priorities while maintaining accuracy.
- Internal Customer Focus: Understands internal customers' business and carries out administrative responsibilities to meet business needs and ensure satisfaction.
- Facilities Knowledge: Utilizes knowledge of facilities maintenance, office automation, and related processes to address issues and optimize performance.
- Office Automation: Understands office automation and drives related processes, leveraging an agile and creative mindset to drive innovative value creation, continuous process improvement and proactive learning through new technology, processes and people.
- Vendor Management: Manages and coordinates with external vendors. Researches and identifies new vendors as needed and monitors performance.
- Project / Program Management: Manages projects and / or programs through planning, identifying resources, monitoring and communicating project activities and assessing impacts of project decisions.
Compensation and Benefits For New York Only: It is expected that the base salary range for this position will be $100,000 - $130,000. Actual salaries may vary based on factors such as skills, experiences and qualifications for the role. The total compensation package for this position may also include other elements and discretionary awards in addition to a full range of medical, financial and / or other benefits (including 401(k) eligibility and various paid time off benefits such as vacation, sick time and parental leave) dependent on the position offered. Details of participation in these benefit plans will be provided if an employee receives an offer of employment. If hired, the employee will be in an 'at-will position' and the Firm reserves the right to modify base salary (as well as any other discretionary payment or compensation program) at any time including for reasons related to individual performance, Firm or individual department / team performance and market factors. Golub Capital is an Equal Opportunity Employer. Due to the highly regulated nature of Golub Capital's business and because of the sensitivity of the information that all personnel have access to, Golub Capital performs extensive and thorough pre-hire screens to ensure that its personnel act with expected levels of integrity, professionalism and personal responsibility.