Administrative Coordinator

About the Company:

A well-established financial services firm is seeking an Office & Administrative Coordinator to support daily office operations and provide administrative support to senior leadership. This is an excellent opportunity for a highly organized, proactive professional who enjoys being the go-to person for both office management and executive support responsibilities.

Responsibilities:

Office Operations

• Serve as the first point of contact for visitors, clients, and vendors, ensuring a professional and welcoming experience
• Coordinate conference rooms and meeting spaces, including meeting preparation and logistics
• Maintain common areas and shared office spaces to ensure a polished and professional environment
• Assist with the day-to-day operations of a fast-paced office

Administrative Support

• Provide administrative support to senior executives
• Manage complex calendars, schedule meetings, and coordinate logistics across multiple stakeholders
• Serve as a liaison between internal teams and external contacts
• Coordinate domestic and international travel arrangements, including itineraries and accommodations
• Prepare and process expense reports in a timely and accurate manner
• Assist with document preparation and electronic signature requests
• Maintain various reports, trackers, and administrative records
• Handle confidential information with discretion and professionalism
• Support special projects and ad hoc administrative requests as needed

Office & Team Support

• Answer and direct incoming calls
• Coordinate employee events, meetings, and team functions
• Manage incoming and outgoing mail, deliveries, and office correspondence
• Partner closely with colleagues to ensure seamless office coverage and support

Qualifications:

• 3+ years of experience in an Office Coordinator, Administrative Coordinator, Receptionist, Executive Assistant, or similar administrative support role
• Experience supporting multiple executives in a professional services or financial services environment preferred
• Strong organizational and time management skills with exceptional attention to detail
• Excellent written and verbal communication skills
• Ability to manage competing priorities in a fast-paced environment
• Proactive, resourceful, and solutions-oriented mindset
• High level of discretion and professionalism when handling confidential information
• Strong proficiency with Microsoft Office, including Outlook, Excel, and PowerPoint
• Associate's or Bachelor's degree preferred

Total Compensation Package:

In addition to base salary, the firm also offers bonus eligibility and a comprehensive benefits package.

If this sounds like a fit, we'd love to hear from you. Please apply with your resume for immediate consideration.