Administrative Assistant , NY

Administrative Assistant

We are looking for an Administrative Assistant to provide high-level support to leadership in New York, New York. This long-term contract position is ideal for someone who thrives in a fast-paced environment, stays organized across competing priorities, and brings a detail oriented, service-oriented approach to daily operations. The role focuses on coordinating schedules, meetings, travel, expenses, and event logistics while helping leadership stay efficient and well prepared.

Responsibilities:

• Manage the calendars of five managing directors, coordinating appointments, resolving scheduling conflicts, and arranging business travel as needed.
• Plan and support virtual and in-person meetings by preparing agendas and materials, maintaining attendee lists, reserving meeting space, and setting up online sessions.
• Handle meeting logistics from start to finish, including food orders, distribution of documents, attendance tracking, and building access coordination.
• Provide administrative support for occasional events involving members, regulators, and policy stakeholders, ensuring smooth execution of logistics and communications.
• Prepare and submit monthly expense reports accurately and on schedule using Concur and related internal processes.
• Process vendor documentation and assist with invoice entry and payment-related administrative tasks in accordance with company procedures.
• Maintain accurate records, perform data entry, and support general office and receptionist-related activities as needed.
• Build productive working relationships across teams and serve as a dependable point of coordination for leadership support needs.