Administrative Assistant

Administrative AssistantSmartAsset offers a variety of tools and educational resources to empower you on your path toward financial well-being and goal achievement, including financial advisor matches, as well as calculators, tools and educational resources for everything from home buying to retirement.We're looking for a detail-oriented and organized Administrative Assistant to join our team in New York. In this role, you'll be the backbone of our office operations, providing essential support to executives and teams across the organization. You'll thrive in a fast-paced environment where your exceptional organizational skills, attention to detail, and collaborative spirit directly contribute to our success. If you're someone who takes pride in keeping things running smoothly and enjoys supporting others to achieve their goals, we'd love to meet you.Manage complex calendars and schedule meetings for multiple executives, including coordinating room bookings and ensuring seamless logisticsArrange domestic and international travel, including flights, hotels, and ground transportation; process and track expense reports with accuracyScreen, prioritize, and respond to incoming calls and emails; draft, proofread, and format correspondence such as memos, reports, and presentationsOrganize and maintain confidential files, records, and databases both physically and digitally, ensuring information security and easy retrievalServe as a point of contact between executives, staff, and external stakeholders; assist with project planning and coordinationSupport the preparation of reports, track expenditures, and assist with budget monitoring and reconciliationParticipate in planning and executing office activities and events that foster a positive and inclusive work environmentLeverage technology and AI tools to streamline administrative processes, increase efficiency, and improve accuracy in daily tasksQualifications:Exceptional organizational and time-management skills with the ability to prioritize multiple tasks effectivelyStrong attention to detail and commitment to accuracy in all workProficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other administrative softwareExcellent interpersonal and communication skills, both written and verbalAbility to multitask and work efficiently in a fast-paced, dynamic environmentDiscretion and demonstrated ability to handle confidential information with professionalismProven experience in an administrative environmentCustomer service orientation and a collaborative approach to supporting diverse teamsProblem-solving abilities and resilience when managing competing prioritiesFamiliarity with leveraging AI tools and modern technology to enhance productivityQualifications:Bachelor's degree in business administration, office management, or a related fieldAdvanced proficiency with Microsoft Excel and data managementExperience with expense management, travel coordination, or basic bookkeepingDemonstrated understanding of continuous improvement principles and process optimizationExperience supporting executive-level staff or multiple stakeholdersKnowledge of project management tools and methodologiesBilingual capabilities (particularly Spanish or Mandarin in a New York context)$200 sign-on bonus included.