Available Positions

Administrative Assistant at Financial Services in New York City, New York, United States —

  • Human Resources
  • Financial Services
  • New York City, New York, United States
  • 8/5/19

Job ID: 400352

Job Description

Administrative Assistant supporting C-level Executive


Moderate-to-Heavy calendar management:

  • Schedule or reschedule internal and external meetings and conference calls
  • Schedule candidate interviews and send resumes
  • Manage Business Technology team calendar and send  meeting invites/reminders – e.g. Weekly Project Reviews, Quarterly Product Reviews, Quality Review Meetings, etc.
  • Resolve or escalate calendar conflicts as needed
  • Coordinate meeting logistics – e.g., conference rooms, audio conferencing, catering, visitor registration, materials, etc.


Travel & Expenses (T&E):

  • Make travel arrangements – domestic and international – in line with firm expense T&E policies – i.e., utilizing preferred travel rates and vendors
  • Prepare and submit expense reports in a timely manner



  • Update team distribution lists and organization charts
  • Send monthly CBT Checklist for management team to complete action items
  • Prepare agendas for team meetings
  • Complete online forms in ServiceNow to assist with employee and consultant onboarding


 Other :

  • Plan and manage team-wide events




  • Four to seven years executive/support experience and/or other related experience within financial services industry
  • Ability to perform in fast paced environment
  • High level of attention to detail
  • Ability to effectively work with senior level individuals throughout the Firm
  • Excellent organizational skills; detail oriented
  • Strong time management skills; ability to prioritize multiple tasks efficiently
  • Resourceful and able to handle multiple and changing priorities
  • Proactive in following up on details, anticipating issues, and closing loops on all requests
  • Must have excellent phone manner and a strong customer service focus in a time sensitive environment
  • Ability to exercise discretion when managing confidential information
  • Must be teamwork oriented and also be able to work independently with minimal guidance
  • Proficiency in Microsoft Office (e.g. Excel, Word, PowerPoint, and Outlook
  • Enjoys a fast-paced, dynamic environment and using independent judgement


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