Administrative Assistant

A leading Financial Services firm is seeking a poised, detail-driven Administrative Assistant to support its Legal and Compliance team. This individual will handle a blend of general and legal administrative responsibilities, including calendar management, document organization, and invoice processing, while also supporting select compliance workflows as needed. The ideal candidate brings strong organizational instincts, a high degree of discretion, and the ability to manage multiple priorities with accuracy and professionalism in a fast-paced, collaborative environment.

• Heavy calendar, phone coverage, and filing (paper and electronic). Maintain calendars, screen and route incoming calls, and organize both physical and digital filing systems to ensure quick retrieval and seamless workflow.
• Update and maintain internal databases, organize legal documents, and generate reports to support attorneys and departmental operations.
• Manage bills, invoice processing, and approvals for the legal team, including coordination with external billing teams, process incoming invoices, track approvals, resolve discrepancies, and serve as a primary liaison with outside billing contacts.
• Monitor and track bar memberships, CLE credits, renewal deadlines, and compliance requirements, ensuring all records remain current.
• Coordinate all aspects of travel, including flights, lodging, transportation, and comprehensive itinerary preparation.
• Preparing expense reports for the department, compiling and reconciling receipts, preparing accurate expense submissions, and ensuring timely processing.
• Support logistics, scheduling, materials, and on-site coordination for internal meetings, celebrations, and team-building events.
• Back up Reception in the office as needed.

• BA/BS preferred with high academic performance.
• 3+ years of solid administrative experience with a track record of professional success; financial services experience strongly preferred but not essential.
• Strong knowledge of Microsoft Office products.
• Exceptional attention to detail and risk awareness.
• Excellent verbal, writing, organization, and communication skills.
• Ability to maintain processes and meet deadlines.
• Proactive with an exceptional degree of professionalism.
• Good team player.