Administrative Assistant

The Administrative Assistant provides high-level administrative support to senior managers and potentially a broader department or team. This individual operates with minimal supervision, demonstrates strong judgment, and serves as the primary point of contact for internal and external stakeholders. This is a fully on-site, urgent, 3-month contract opportunity with a leading financial institution in the New York, NY area.

• Provide administrative support to senior managers and teams.
• Manage complex calendars, scheduling and prioritizing meetings using discretion and judgment.
• Proactively reschedule meetings to accommodate higher-priority items.
• Coordinate logistics for internal and external meetings, including room booking, visitor passes, and materials.
• Greet and escort visitors and meeting attendees; draft and distribute agendas, minutes, and follow-up materials.
• Arrange complex domestic and international travel, including transportation, accommodation, visas, and itineraries.
• Process business expense claims and follow up on reimbursements.
• Draft correspondence, reports, and presentations with attention to detail, grammar, and formatting.
• Handle incoming and outgoing communications; resolve routine issues and elevate when needed.
• Provide backup coverage for other administrative staff and manage phones, messages, and inquiries.
• Maintain organized files, lists, and databases to support efficiency.
• Manage sensitive and confidential information with discretion.
• Audit records and reconcile discrepancies as needed.
• Identify and recommend process improvements.
• Stay updated on internal administrative policies and practices.
• Order office supplies and manage incoming invoices.
• Compile and analyze data for reports and presentations.
• Train and provide work direction to junior administrative staff.
• Act as the department’s first point of contact:
  • Assess urgency of inquiries and redirect appropriately.
• Respond to internal/external queries regarding procedures and operations.
• Build strong relationships with key contacts to streamline communication.
• Support special projects and perform additional tasks as assigned.

• Minimum 5 years of experience as an administrative assistant.
• Strong initiative with the ability to identify and resolve issues proactively.
• Excellent written and verbal communication skills.
• Professional presence with the ability to engage with senior business leaders.
• Strong prioritization and time management skills.
• Discretion in handling confidential or sensitive information.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Familiarity with departmental operations and the ability to work independently.