Administrative Assistant

Our Client is seeking an Administrative Assistant to add to their growing team in NYC. This individual will support 8 key staff members including Managing Directors, Principals and Associates and contribute to an administrative team of 20 in support of an office of 200+ employees – some remote - in the NY office. The role works onsite with normal M-F flexible hours (WFH Friday if desired), no travel, pays in the $85K - $95K range based on experience, includes an ample benefit plan as well as $250mo for “transportation/parking”, 90% of cell phone bill paid and $25mo for home internet expenses.

The key to this role is past experience delivering administrative support to executives, preferably in the financial services arena. Strong technical skills are required around the use of Microsoft Office, SAP/Concur (expense reporting), SalesForce, and ZOOM meeting set up. This role manages schedules, communications, and administrative tasks while fostering strong relationships with internal and external stakeholders. The incumbent will:

• Ensure seamless execution of daily operational tasks while fostering a collaborative and high-performance work environment.
• Implement and refine office administration and procedures to enhance organizational effectiveness, efficiency, and workplace safety, maintaining a smooth and well-coordinated office ecosystem.
• Complete a broad variety of administrative and personal tasks including managing an extremely active calendar; completing expense reports; arranging complex domestic and international travel plans, itineraries, and agendas.
• Serve as gatekeeper of assigned time, schedules, and information while maintaining a courteous and professional manner.
• Manage and compose sensitive information and correspondence with the utmost confidentiality.
• Anticipate potential schedule conflicts and proactively deal with them before they become issues; Research, prioritize, and follow up on incoming issues and determine an appropriate course of action.
• Coordinate logistics for both internal and external meetings and conferences; including video conferencing, catering, preparing meeting materials, printing, and binding presentations.
• Organize and execute executive-level events such as Board of Directors Meetings and Off-Site Events.
• Produce PowerPoint presentations, Word documents, and Excel spreadsheets.

Qualifications

• Bachelors Degree
• 3+ years of administrative experience in a professional setting
• 1+ years experience supporting C-Level executives
• Strong Microsoft Office experience
• Experience tracking and inputting expenses, creating presentations and scheduling travel
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity and proven ability to handle confidential information with discretion.
• Highly adaptable to competing demands, providing the highest level of customer service.

Preferred but not required

• Financial Services background
• Experience with SAP/Concur
• Experience with SalesForce software