Administrative Assistant

Job Title: Administrative Assistant

Duration: 6+ Months (Possible extension/hire)

Location: NYC, 51 Madison Ave Hybrid (3 days/week in office)

Department: Financial Planning Operation

Position Summary

This temporary role provides critical operational and administrative support to the Financial Planning Operations team. This role is ideal for someone who is comfortable managing multiple priorities, working with data and spreadsheets, coordinating communications, and other business initiatives. The position ensures that communications are handled promptly and professionally while also maintaining accurate records through data entry and quality control. This role helps sustain smooth day-to-day operations during peak volume periods or while covering for staff absences.

Major Responsibilities (in order of importance)

Provide day-to-day administrative and operational support to the team, including scheduling, coordination, document preparation, data entry, recordkeeping, and follow-up

Create, maintain, update, and organize Microsoft Excel spreadsheets, trackers, reports, contact lists, and other business data

Use Excel functions and tools to organize, validate, analyze, and present information accurately and efficiently

Prepare and format professional documents, presentations, reports, and communications using Microsoft Word, PowerPoint, Outlook, Teams, and other Microsoft Office/Microsoft 365 applications

Support the planning, preparation, execution, and tracking of field-facing communications, including maintaining distribution lists, reviewing content and formatting, coordinating approvals, scheduling communications, and monitoring campaign completion

Manage and maintain email distribution lists and contact data, ensuring information is accurate, current, and appropriately organized

Proofread and quality-check emails, documents, spreadsheets, and other materials for accuracy, consistency, formatting, and completeness prior to distribution

Maintain organized electronic files, shared folders, documentation, and team resources

Track assignments, deadlines, deliverables, and outstanding items and proactively follow up with appropriate stakeholders

Assist with recurring reports, communications, and special projects

Handle information with appropriate discretion and professionalism

Identify opportunities to improve administrative processes, organization, communication, and workflow efficiency

Perform additional administrative and operational duties as assigned

Qualifications

Education & Experience

Bachelor's degree preferred, or equivalent relevant experience

Prior administrative, operations, or client service experience required

Financial Services/Planning industry experience preferred, specifically in an operations support function

Core Competencies

The ideal candidate will demonstrate:

Organization: Maintains structure and accuracy while managing multiple assignments

Attention to Detail: Consistently identifies errors, inconsistencies, and missing information before materials are distributed

Technical Proficiency: Uses Excel and Microsoft Office tools confidently and efficiently

Communication: Produces clear, professional written communications and interacts effectively with stakeholders

Ownership: Takes responsibility for assignments and follows tasks through to completion

Prioritization: Effectively balances competing deadlines and changing priorities

Collaboration: Works effectively across teams and with a variety of stakeholders

Adaptability: Responds effectively to changing needs and learns new processes and technology quickly

Discretion: Handles confidential and sensitive information appropriately

Interview: 1 virtual, final onsite (possibly both onsite)