Administrative Assistant

Position Overview

The Coordinator is a key team member in the day-to-day operation of the Apollo European Origination business in London. The successful candidate will have a genuine interest in the Origination business and the operational discipline to support a high-performing team across a broad range of tasks. Given the entrepreneurial culture of the firm, the individual must be comfortable taking ownership across a wide variety of responsibilities and adapting quickly as priorities evolve.

Primary Responsibilities:

• European Origination Partner team support – Work closely and effectively with executives and the wider team to complete critical aspects of deliverables, keeping stakeholders informed of upcoming commitments and responsibilities, prioritising conflicting needs, and following through on projects to successful completion, often under deadline pressure.

• Interface with the firm’s investors and senior internal investment team, supporting the Partner in managing key internal and external stakeholder relationships. Build collaborative relationships with firm administrative colleagues to ensure processes run smoothly and efficiently.

• Manage work priorities independently and respond to business outside of normal business hours as needed

• Schedule and organize meetings, conferences and off-sites including all related logistics/materials – pro-actively address conflicts and exercise strong judgment based on priorities, seeking guidance as needed

• Proactively manage the DealCloud (CRM) Project alongside the team’s Partner and take an active role in ensuring new joiners on the broader investment team are up to speed with best practices

• Coordinate and support the planning and execution of internal and external events, including scheduling, venue logistics, attendee management, catering, materials preparation, and on-the-day coordination to ensure events run smoothly and professionally.

• AI & process improvement – Take an active interest in how AI tools (such as Microsoft Copilot, ChatGPT and other firm-approved platforms) can support day-to-day work. Use these tools thoughtfully to draft, summarise, research and streamline routine tasks, applying sound judgement around accuracy, confidentiality and the firm’s data and information security guidelines. Share useful prompts, shortcuts and ways of working with the wider team to help embed AI into how the Origination function operates.

• Prepare and edit relevant materials for team, including Word Documents, and Excel Spreadsheets

• Allocate and process expenses for executives, including American Express and Out of Pocket expenses using the Concur expense management system

• Provide support in the recruitment process of new hires; liaising with recruiters, arranging interviews and help to onboard

• Coordinate closely with team and other assistants to provide phone coverage and back-up assistance

Qualifications & Experience

• Bachelor’s Degree or five or more years of administrative assistance experience or training, or equivalent combination of education and experience

• Ability to thrive in a fast-paced and rigorous work environment; demonstrated ability to prioritize competing demands and meet deadlines

• Strong initiative and ownership of responsibilities – Must demonstrate a proactive, positive attitude towards given tasks, plan ahead for potential issues and take appropriate action

• Exemplary interpersonal skills necessary to handle sensitive and confidential situations. Role continually requires demonstrated poise, tact and diplomacy

• Superb written and verbal communication skills. Strong attention to detail when composing and proofing materials required

• Team-oriented and collaborative attitude is a must

• Extensive knowledge of Microsoft Outlook and proficient in Excel, Word and PowerPoint

• Comfortable using everyday AI tools (e.g. Microsoft Copilot, ChatGPT) to support drafting, summarising and research, with a willingness to learn new tools as the firm’s AI capability evolves.

• Experience in the finance industry required