Job Description

Job Description

Position Description

We are seeking an experienced Administrative Assistant to support senior team members within a dynamic financial services environment. This individual will provide day-to-day administrative support, manage scheduling and logistics, and share in general office operations and reception responsibilities. The role requires excellent organizational skills, discretion, and the ability to thrive in a fast-paced, ever-changing setting.

Key Responsibilities

Meetings & Calendaring

• Manage complex calendars, including scheduling in-person and virtual meetings.
• Prioritize calendar management, proactively communicating changes and ensuring supported executives remain on schedule.
• Coordinate meeting logistics, including conference room booking and catering.

Travel & Expenses

• Arrange domestic and international travel, including flights, accommodations, and ground transportation.
• Track and process expense reports with accuracy and attention to detail.
• Ensure executives are fully prepared for meetings and business travel with necessary materials.

Office Operations & Reception

• Share reception responsibilities, including greeting visitors and managing calls.
• Maintain and prepare meeting rooms, ensuring a professional environment for guests.
• Oversee general office upkeep, including kitchen, copy room, and supply areas.

General Administrative Support

• Draft, edit, and format documents and presentations in Word, Excel, and PowerPoint.
• Handle correspondence and confidential materials with discretion.
• Support event coordination, conference registrations, and special projects.
• Apply sound judgment in escalating urgent matters when necessary.
• Ensure compliance with internal policies, including data protection and information security requirements.

Qualifications & Attributes

• Bachelor’s degree or equivalent work experience preferred.
• 3+ years of administrative support experience; financial services background a plus.
• Highly organized with the ability to multitask in a fast-paced environment.
• Strong interpersonal and communication skills, both written and verbal.
• Professional, proactive, and detail-oriented with excellent judgment.
• High proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Able to handle sensitive information with discretion and confidentiality.

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