Administrative Assistant

Job Title: Administrative Assistant
Location: New York, NY
Shift: 8 AM - 5 PM

Key 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 client roadshows, team-building events, workshops, and client 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 client onboarding coordination.

• Prepare and analyze reports using Excel and develop client presentations in PowerPoint.

• Ensure Business Continuity Planning, facilities coordination, premises management, and compliance reporting (e.g., Client).

• Partner with assistants across multiple locations to provide seamless coverage, including executive-level support when required.

Systems & Tools

• Ivalua (Supplies and IT Procurement)

• MyIT / SailPoint (IT application security access management)

• Concur (Travel and Expense Management)

• Tom Net and Clock Net (Attendance and Work Hours Tracking)

• UPS (Shipping and Postage)

• Microsoft Outlook

• Microsoft Office Suite (Advanced Excel and PowerPoint required)

• Tableau

Education & Experience:

• Bachelor s degree or higher.

• 3 5 years of proven experience as an Administrative Assistant within a financial institution.

• Strong understanding of Front Office principles and administrative service processes.

Technical Skills:

• Highly proficient in Microsoft Outlook and Excel.

• Competent in Word and PowerPoint.

• Strong reporting and data management capabilities.

Administrative Expertise:

• Calendar and meeting management.

• Strategic time management and prioritization.

• Travel coordination and expense processing.

• Event planning and logistics management.

• Heavy invoice processing and external client onboarding support.

• Detailed meeting minutes and executive-level project assistance.

Core Competencies:

• 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.