Administrative Assistant

At-a-Glance Are you ready to build your career by joining a global financial institution? If so, our client is hiring an Administrative Assistant. Position Type Contract Hybrid - minimum 4 days a week in the office Required Bachelor’s Degree, Associate’s Degree, or equivalent experience. Prior administrative or coordinator experience preferred. Investment management industry experience preferred but not required. Comfortable supporting multiple professionals with calendar scheduling and travel coordination. Strong organization, attention to detail, prioritization skills, and reliable follow‑up. Excellent written, verbal and strong interpersonal communication skills. Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook; interest in building presentation/document skills is a plus. Familiarity with Concur, SharePoint, and Ariba is a plus (training can be provided). Flexible attitude with the willingness to take on new assignments. Responsibilities Provide day‑to‑day administrative support, including travel coordination, expense reporting, calendar management, and team meeting logistics (agendas, notes, and follow‑ups as needed). Coordinate all aspects of travel, including booking flights, hotels, and car service; preparing itineraries; and supporting international travel requirements as needed. Manage calendars in Outlook by scheduling meetings and conference calls, resolving conflicts, coordinating rooms, and supporting video conference setup and materials. Prepare and submit expense reports in a timely manner; follow up on discrepancies and missing receipts to keep records current. Handle additional administrative tasks such as maintaining and distributing reports, managing distribution lists, submitting technology requests, preparing copies, ordering office supplies, coordinating equipment needs, routing mail/packages, and greeting guests. Support internal business initiatives and help produce polished, high‑quality documents and presentations. Assist the team with onboarding and off‑boarding activities for employees. Process invoices and create funding requests using internal platforms. Help coordinate client gifts, meal reservations, and team events to support relationship‑building and culture. Support ad‑hoc projects and provide backup coverage for other administrative assistants, as needed. Other duties may be assigned to meet the business needs. #J-18808-Ljbffr