Administrative Assistant

Summary:

Location: New York, NY

Shift: 8 AM - 5 PM

Responsibilities:

• Provide high-level administrative support to senior stakeholders and Front Office staff.
• Demonstrate strong organizational skills with a proactive, forward-thinking, and solution-oriented approach.
• Develop and implement procedures, controls, and new policies (e.g., T&E, Gifts & Entertainment).
• Support the Head of Platform Services on various projects with diligent oversight of deliverables.
• Manage complex calendars, meetings, and executive schedules.
• Coordinate domestic and international travel arrangements.
• Process high-volume expense claims and invoices.
• Organize and coordinate Webex meetings, including operator-assisted sessions.
• Plan and execute logistics for internal and external events, including company roadshows, team-building events, workshops, and company meetings.
• Manage visitor logistics and serve as a point of contact for visiting employees.
• Maintain distribution lists and departmental reports.
• Prepare meeting minutes for high-level financial meetings.
• Assist with external company onboarding coordination.
• Prepare and analyze reports using Excel and develop company presentations in PowerPoint.
• Ensure Business Continuity Planning, facilities coordination, premises management, and compliance reporting (e.g., company).
• Partner with assistants across multiple locations to provide seamless coverage, including executive-level support when required.

Requirements:

• Bachelor’s degree or higher.
• Minimum 3 years of proven experience as an Administrative Assistant within a financial institution.
• Strong understanding of Front Office principles and administrative service processes.

Preferred Skills:

• Highly proficient in Microsoft Outlook and Excel.
• Competent in Word and PowerPoint.
• Strong reporting and data management capabilities.
• Exceptional written and verbal communication skills.
• Strong project management capabilities with the ability to manage timelines and deliverables.
• Ability to multitask, prioritize, and operate with high attention to detail.
• Demonstrated initiative, discretion, confidentiality, and professionalism.
• Collaborative team player with the flexibility to support multiple executives and locations.