Administrative Assistant

Job Title Location: New York, NY Shift: 8 AM - 5 PM Responsibilities: Provide high-level administrative support to senior stakeholders and Front Office staff. Demonstrate strong organizational skills with a proactive, forward-thinking, and solution-oriented approach. Develop and implement procedures, controls, and new policies (e.g., T&E, Gifts & Entertainment). Support the Head of Platform Services on various projects with diligent oversight of deliverables. Manage complex calendars, meetings, and executive schedules. Coordinate domestic and international travel arrangements. Process high-volume expense claims and invoices. Organize and coordinate Webex meetings, including operator-assisted sessions. Plan and execute logistics for internal and external events, including company roadshows, team-building events, workshops, and company meetings. Manage visitor logistics and serve as a point of contact for visiting employees. Maintain distribution lists and departmental reports. Prepare meeting minutes for high-level financial meetings. Assist with external company onboarding coordination. Prepare and analyze reports using Excel and develop company presentations in PowerPoint. Ensure Business Continuity Planning, facilities coordination, premises management, and compliance reporting (e.g., company). Partner with assistants across multiple locations to provide seamless coverage, including executive-level support when required. Requirements: Bachelor's degree or higher. Minimum 3 years of proven experience as an Administrative Assistant within a financial institution. Strong understanding of Front Office principles and administrative service processes. Preferred Skills: Highly proficient in Microsoft Outlook and Excel. Competent in Word and PowerPoint. Strong reporting and data management capabilities. Exceptional written and verbal communication skills. Strong project management capabilities with the ability to manage timelines and deliverables. Ability to multitask, prioritize, and operate with high attention to detail. Demonstrated initiative, discretion, confidentiality, and professionalism. Collaborative team player with the flexibility to support multiple executives and locations.