Administrative Assistant

Position Summary

The Administrative Assistant position at Black Stone is responsible for providing administrative and strategic support to the Corporate Development and Legal Departments, while also coordinating and facilitating communications across all BSM departments. Working under the direction of the head of Corporate Development Finance, this role requires an ability to work independently and collaboratively while maintaining the daily workload. This is an excellent opportunity to work in a team-oriented organization.

In This Role, You Will

- Provide day-to-day administrative support to the Legal and Corporate Development Teams.

- Organize and coordinate meetings, schedule travel, and register team members for required licensing seminars.

- Regularly utilize Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint) to prepare reports, presentations, meeting agendas, and other documents at the direction of team members.

- Manage all legal filings including ownership of the Litigation Dashboard, distributed monthly to the executive team.

- Manage departmental invoices, ensuring check processing requests and associated payments are submitted timely.

- Review, process and track all outside counsel invoices, obtaining final approval from head of department.

- Manage calendars and coordinate meetings for leadership, including preparation and document organization, including cross-departmental notice and coordination of same.

- Serve as a liaison for Board materials, Corporate Development Team coordination, and other cross-functional efforts.

- Proactive project tracking for executive-led initiatives and project deadlines; attend meetings to capture minutes and action items to help leadership stay aligned and responsive.

- Ensure timely preparation and delivery of high-quality reports and meeting materials.

- Provide backup support to other administrative assistants, including front desk/receptionist coverage, as required.

- Perform additional duties and special projects as assigned.

What We Require

- Associate or bachelor's degree preferred, or equivalent in experience.

- Possess a minimum of 7 years of proven experience as an Administrative Assistant within the Oil and Gas, Investment Banking or Legal industries.

- Knowledge of land and legal transactions, and oil/gas terminology.

- Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, Teams, SharePoint).

- Exceptional organization skills, including the ability to plan and adapt to changing priorities and work well under pressure with minimum supervision.

- Solid interpersonal communication skills and the ability to build relationships in a small team environment as well as with external parties.

- Bring a positive team player attitude that is dependable and committed to the objectives given.

- Self-starter with a proactive approach to problem-solving.