Job Description

Administrative Assistant 
New York, NY (Onsite)
Contract: 12 Months
Pay Rate: $35/HR

Overview

We are seeking a highly organized and proactive Administrative Assistant to support senior leaders within a fast-paced, team-oriented environment. This role requires exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities while maintaining a high level of professionalism and discretion.

Key Responsibilities

• Provide comprehensive administrative support to executives and team members
• Manage complex calendars across multiple time zones; prioritize and coordinate meetings
• Schedule and coordinate phone, video, and in-person meetings, including logistics and materials
• Handle a high volume of calls and communications with professionalism and accuracy
• Arrange domestic and international travel, including itineraries and visa coordination
• Prepare and process expense reports and invoices in a timely manner (e.g., Concur)
• Coordinate internal and external meetings, including conference rooms, catering, and guest registration
• Perform general administrative tasks such as filing, scanning, document preparation, and data entry
• Maintain strict confidentiality when handling sensitive information
• Collaborate with team members to ensure seamless administrative coverage and support
• Ensure compliance with internal policies and approval processes

Required Qualifications

• Proven experience as an Administrative or Executive Assistant in a fast-paced environment
• Strong calendar management experience, including multiple stakeholders and time zones
• Experience coordinating travel and processing expense reports
• Excellent written and verbal communication skills
• Strong organizational skills with exceptional attention to detail
• Ability to manage multiple priorities and remain calm under pressure
• High level of professionalism, discretion, and integrity
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and Zoom
• Experience with expense management tools such as SAP Concur

Preferred Qualifications

• Experience supporting executives within financial services, corporate, or government environments
• Ability to anticipate needs and proactively solve problems
• Strong collaboration skills with a team-oriented mindset

Work Environment

• Onsite role based in New York City
• Fast-paced, collaborative, and professional setting
• High visibility role supporting senior stakeholders

Additional Notes

• Candidates must demonstrate strong communication, organization, and multitasking abilities
• Ability to handle confidential information with discretion is essential
• A proactive, positive attitude and team-first mindset are critical for success