Administrative Assistant

A financial services firm is seeking a highly organized, proactive Administrative Assistant to support the Investor Relations and Marketing teams. This is a fast-paced, high-visibility role ideal for someone who thrives in a dynamic environment, excels at managing multiple priorities, and takes pride in delivering work with precision and care.

You are highly detail-oriented, reliable, and energized by operating in a high-performance setting. You bring a strong work ethic, a collaborative mindset, and a natural ability to anticipate needs and stay one step ahead. You value teamwork, take ownership of your work, and are motivated by contributing to a team that consistently upholds high standards.

• Manage high-volume internal and external meetings scheduling across multiple stakeholders, ensuring seamless coordination, prioritization, and minimal scheduling conflicts.
• Track and maintain investor communications, including calls, meetings, follow-ups, and prospect outreach, ensuring accurate records and timely updates across systems.
• Prepare high-quality, polished meeting materials, including presentations, investor books, briefing documents, and executive biographies, tailored to the audience's needs.
• Coordinate complex domestic and international travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries with precision and foresight.
• Support the planning and execution of internal meetings and client-facing events, including logistics, materials preparation, and on-site coordination as needed.
• Process, submit, and track department expense reports with a high level of accuracy, ensuring compliance with firm policies and timely completion.
• Assist with a range of ad hoc initiatives, including firmwide events, philanthropic activities, and brand-related projects, contributing to broader team priorities.

• Bachelor’s degree strongly preferred, with a solid academic foundation.
• 5+ years of progressive administrative experience with a proven track record of success; experience within financial services strongly preferred.
• Advanced proficiency in Microsoft Office Suite, with the ability to leverage tools efficiently to support high-volume workflows.
• Exceptional organizational skills with meticulous attention to detail and a track record of strong follow-through.
• Experience supporting events, meetings, or complex logistics coordination in a professional environment.
• Proven ability to manage multiple competing priorities, remain highly organized, and consistently meet tight deadlines in a fast-paced setting.
• Strong judgment, high level of professionalism, and a demonstrated sense of ownership, accountability, and initiative in all responsibilities.