Executive Assistant

Job Description

Our client is an international bank in Midtown Manhattan. They are looking for a Personal Assistant/Front Office Receptionist to join their team on a long-term contract. Fluency in Spanish is required.

We are seeking a proactive, personable, and highly organized Personal Assistant

Reception & People Support to provide administrative support to managers and

employees while serving as a welcoming and professional point of contact for the office.

This is a highly visible, people-facing role that combines reception, administrative

coordination, and day-to-day support for managers and employees. The ideal

candidate enjoys working with people, takes pride in creating a positive experience for

others, and is comfortable interacting with a broad range of stakeholders, including

employees, senior leaders, clients, visitors, vendors, and external partners.

The successful candidate will be approachable, service-oriented, organized, and proactive,

with the ability to anticipate needs and help ensure that both the office and the teams they

support operate smoothly.

Key Responsibilities

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• Serve as a primary point of contact at the office, welcoming employees, clients, visitors, vendors, and external partners in a professional and friendly manner.
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• Manage day-to-day reception activities, including greeting visitors, coordinating guest access, answering or redirecting inquiries, and supporting meeting room logistics.
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• Provide administrative support to managers and employees, including calendar management, meeting coordination, scheduling, and logistical planning.
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• Coordinate internal and external meetings, ensuring meeting rooms, technology, catering, visitor access, and other requirements are arranged appropriately.
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• Support managers with calendar prioritization, meeting requests, follow-ups, and day-to-day administrative needs.
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• Assist employees with general office-related requests and help direct questions to the appropriate teams or resources.
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• Coordinate domestic and international travel arrangements using Concur, including flights, accommodations, transportation, and itineraries.
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• Track and manage expenses, assist with invoice processing, and maintain accurate administrative records.
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• Draft, edit, and format correspondence, presentations, reports, and other materials using Google Workspace.
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• Screen incoming calls, emails, visitors, and requests; respond or redirect as appropriate.
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• Coordinate with internal teams and external vendors to support the smooth day-today operation of the office.
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• Assist with onboarding logistics for new employees, including workplace orientation, access coordination, introductions, and general office support.
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• Support office meetings, employee activities, client visits, and occasional team events.
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• Maintain files, records, contact information, and documentation in an organized and confidential manner.
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• Provide backup and cross-coverage support for other administrative and office support colleagues when needed.
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• Proactively identify opportunities to improve the employee and visitor experience.
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Qualifications

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• 3 5+ years of experience in administrative support, reception, executive support, hospitality, office coordination, or a similar people-facing corporate role.
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• Excellent interpersonal and communication skills, with a genuine interest in working with and helping people.
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• Professional and confident when interacting with employees, senior leaders, clients, visitors, and external stakeholders.
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• Strong customer-service and hospitality mindset.
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• Excellent organizational, time-management, and multitasking skills.
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• Ability to manage multiple requests and priorities while maintaining attention to detail.
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• Proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Slides) required.
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• Experience using Concur or similar travel and expense management platforms.
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• Proactive, resourceful, and solution-oriented approach to work.
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• High level of discretion and professionalism when handling sensitive or confidential matters.
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• Ability to work collaboratively and build positive relationships across different teams and levels of the organization.
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Preferred

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• Fluent in Spanish and English (written and spoken).
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• Experience working in financial services, banking, professional services, or a global corporate environment.
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• Previous experience in a reception, hospitality, workplace experience, or client-facing position.
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• Familiarity with internal collaboration tools such as WebEx, Google Meet, and similar platforms.
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• Experience supporting senior managers and interacting directly with clients and external stakeholders.
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