Administrative Assistant

Location: New York, NY
Duration: 5-Month Contract
Pay Rate: $30/hour
Work Arrangement: Onsite

Position Overview

We are seeking an experienced Administrative Assistant to provide high-level administrative and operational support to senior professionals, including Managing Directors, Partners, and leadership teams within a fast-paced financial services environment.

This role will support Global Markets & Banking Americas Front Office personnel and report to the Head of Platform Services Team, Administration & Office Management. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities while maintaining a high level of professionalism and confidentiality.

This is an onsite position where physical presence in the office is an essential requirement.

Key Responsibilities

• Provide comprehensive administrative support to senior executives, managers, and internal stakeholders.

• Manage complex calendars, coordinate meetings, arrange domestic and international travel, and process heavy expense reports.

• Coordinate virtual meetings, including Webex video and audio conferences, and provide operator assistance as needed.

• Plan and coordinate internal and external events, client roadshows, workshops, team-building activities, and executive meetings.

• Manage visitor logistics, telephone calls, email distribution lists, and general office administration.

• Process invoices, coordinate external client onboarding, and support procurement and IT application access requests.

• Prepare, edit, proofread, and distribute presentations, reports, meeting minutes, and other business documents.

• Develop and maintain project plans, track deliverables, establish procedures, and ensure deadlines are met accurately.

• Prepare and maintain Excel reports and develop or edit PowerPoint presentations for client meetings.

• Provide administrative support on departmental projects and special assignments for the Head of Platform Services.

• Collaborate with administrative colleagues across multiple locations to ensure seamless coverage for executives and business teams.

• Handle confidential information and sensitive communications with discretion and professionalism.

• Support policy implementation, departmental controls, and administrative process improvements.

Required Qualifications

• Bachelor's degree or higher.

• 3–5 years of administrative assistant experience within a financial institution, preferably supporting senior-level executives or Front Office teams.

• Strong experience with complex calendar management, travel coordination, expense reporting, event planning, and executive support.

• Advanced proficiency in Microsoft Outlook and Excel, with strong Word and PowerPoint skills.

• Experience with heavy expense claims, invoice processing, meeting minutes, and client onboarding coordination.

• Strong organizational, time management, project coordination, and multitasking skills.

• Excellent written and verbal communication skills, with the ability to interact professionally with senior stakeholders and clients.

• Ability to anticipate business needs, solve problems proactively, manage competing priorities, and meet tight deadlines.

• Strong attention to detail, sound judgment, discretion, and the ability to handle confidential information.

• A collaborative, flexible, and solutions-oriented approach to supporting multiple teams and executives.

Preferred Qualifications

• Experience with Concur, Tableau, Webex, and administrative procurement or IT access management systems.

• Familiarity with financial services operations, Global Markets, Banking, or Front Office environments.

• Experience coordinating executive events, client roadshows, and cross-functional projects.

Additional Information

This is a five-month contract opportunity based in New York City. Candidates must be comfortable working onsite and providing flexible administrative coverage to multiple executives and teams as business needs arise.