US Lead Administrator

Pantheon has been at the forefront of private markets investing for more than 40 years, earning a reputation for providing innovative solutions covering the full lifecycle of investments, from primary fund commitments to co-investments and secondary purchases, across private equity, real assets and private credit.

We have partnered with more than 650 clients, including institutional investors of all sizes as well as a growing number of private wealth advisers and investors, with approximately $65bn in discretionary assets under management (as of December 31, 2023).

Leveraging our specialized experience and global team of professionals across Europe, the Americas and Asia, we invest with purpose and lead with expertise to build secure financial futures.

For further details please visit www.pantheon.com

Purpose of Position:

The Administration & Facilities, Americas team offers essential administrative support to Pantheon professionals and manages office operations for staff in New York, San Francisco, Toronto, Chicago, and Bogota. The team also brings specialized expertise to ad hoc projects and, in some cases, assumes long-term responsibilities in areas such as Investor Relations, Compliance, Tax, and Human Resources.

The Lead U.S. Administrator will be responsible for managing a team of six administrators overseeing and managing the day-to-day administrative operations. With strong organizational and leadership skills, the role will manage complex schedules, key projects, and provide strategic support to senior leadership. The Lead U.S. Admin will continuously assess team needs by working collaboratively to ensure adequate resources for support. This role will demonstrate professionalism and hold self and team members accountable for standards of practice and demonstrates a high level of emotional intelligence and transformational leadership skills.

Key Responsibilities:

Management of Administrative Assistant Team

• Manage four administrators in New York and two administrators in the San Francisco office.
• Set and execute strategic administrative goals that align with overall organizational objectives.
• Identify and implement best practices, streamline administrative workflows, and introduce process improvements to increase team productivity and efficiency.
• Provide coaching, mentoring, and training opportunities to team members ensuring continuous growth and skill development.
• Foster a positive work environment by addressing team concerns, facilitating smooth collaboration and workplace harmony.
• Monitor team performance, conduct regular evaluations, and provide constructive feedback to ensure high levels of performance and accountability.
• Ability to create a trusting, positive, and supportive work environment.
• Ability to be self-directed and resolve issues independently.
• Manage high levels of discretion and confidentiality

Office Management

• Office space management – workspace planning, coordinating lease(s) and facilities management.
• Manage annual budget and vendor relationships negotiating contracts and service agreements to optimize cost savings

Administrative Support

• Provide all aspects of administrative support for 2-4 senior professionals as well as general administrative team support for applicable teams.
• Calendar and travel management (domestic and international)
• Responsible for participation in general administrative duties which can include copying, general data entry, document management, and mass communications (email blasts and mailings)
• Coordinate, senior-level internal/external meetings, offsites and conference calls
• Process expense reports using Concur
• Be at the forefront of the latest software solutions and managing office systems
• Participate in special projects and contribute to team initiatives as required.
• Support office management by maintaining kitchen supplies, managing the dishwasher, and ensuring a clean workspace.
• Facilitate in-office meetings by coordinating lunch orders, reserving meeting rooms, and welcoming visiting clients.
• This role requires an average of 2.5 days in the office each week
• No Personal Assistant responsibilities

Knowledge & Experience Required:

• Experienced leader with a proven track record of guiding teams, leading by example, and providing mentorship to drive success.
• Corporate Experience preferred
• Exceptional communication (oral and written) and diplomacy skills
• Strong work ethic and commitment to customer service.
• Ability to establish and maintain effective working relationships with all constituents
• Proficient in Microsoft Outlook, Excel, Word and Adobe Acrobat Professional
• The individual must be extremely organized, detail-oriented, energetic, dedicated to professional excellence and willing to work in a fast-paced group environment
• Ability to establish and meet deadlines, work under pressure and handle multiple priorities
• Ability to exercise good judgment and discretion in dealing with confidential material
• Ability to solve problems with limited direction quickly and efficiently
• Self-starter with excellent ability to anticipate needs, solve problems as they arise and follow through
• This job description provides a general overview of the position; however, additional responsibilities may be assigned as necessary

Expected base salary range:  $135,000 - $150,000

Actual base salary is determined by a range of factors including individual experience, skills and qualifications. 

In addition to the above salary, Pantheon offers a generous employee benefits package and successful candidates are eligible to receive a discretionary bonus.

This job description is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. You may be required to perform other job-related duties as reasonably requested by your manager.

Pantheon is an Equal Opportunities employer, we are committed to building a diverse and inclusive workforce so if you're excited about this role but your past experience doesn't perfectly align we'd still encourage you to apply.