Job Description

Administrative Assistant

Location: New York, NY
Team: Administrative Assistants
Pay Rate: $35/hour
Contract: 12 months
Schedule: 5 days onsite | 40 hours/week 

Position Overview

Our client seeking an experienced Administrative Assistant to provide floating administrative support across multiple teams and executives. This position requires someone who is highly organized, adaptable, professional, and comfortable working in a fast-paced financial services environment.

Key Responsibilities

• Manage complex executive calendars and meetings across multiple time zones.
• Coordinate conference calls, video meetings, client meetings, and internal events.
• Arrange domestic and international travel and prepare detailed itineraries.
• Process expense reports accurately and on time.
• Manage incoming calls and communicate professionally with senior leaders and clients.
• Reserve conference rooms, coordinate catering, register guests, and organize meeting materials.
• Provide administrative support including scanning, copying, mailing, archiving, and special projects.
• Handle confidential and sensitive information with discretion.
• Provide floating coverage for different executives and teams based on business needs.
• Follow internal compliance procedures and obtain required approvals.

Qualifications

• Previous Administrative Assistant or Executive Assistant experience supporting executives in a complex environment.
• Financial services, corporate/private-sector, or government experience preferred.
• Strong calendar management, scheduling, travel coordination, and expense-processing experience.
• Excellent organizational skills and attention to detail.
• Ability to manage competing priorities and remain composed in a high-volume environment.
• Strong written and verbal communication skills.
• Proactive, resourceful, and able to work independently.
• Strong proficiency with Outlook, Word, Excel, PowerPoint, and Zoom.
• Experience with SAP Concur, AMEX Global Business Travel, or similar travel/expense systems preferred.