Job Description

Our client a well known Investment Bank is seeking an Administrative Assistant in their New York, New York Location

Responsibilities

• Manage complex calendars in Outlook, including confirming internal and external meetings.
• Schedule and coordinate meeting logistics such as catering, guest registration, conference rooms, and video connectivity.
• Arrange domestic and international travel, including flights, hotels, and ground transportation.
• Process and track business expenses in compliance with company policies; follow up on receipts and reimbursement status.
• Serve as a gatekeeper by managing phone lines, screening calls, and relaying detailed messages.
• Maintain and update data in Salesforce and other internal databases.
• Support communications across management and business divisions.
• Participate in special projects and initiatives as assigned by management.
• Collaborate with administrative team members and provide backup support as needed.
• Oversee general office functions including supply ordering and mail distribution.
• Act as liaison with IT for onboarding new hires and troubleshooting technical issues.

Requirements

• Minimum of 5 years of administrative experience; financial services experience strongly preferred.
• Familiarity with Concur and prior experience managing travel and expenses.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Strong interpersonal, written, and verbal communication skills.
• Professional, positive, and consistent demeanor; ability to work well under pressure.
• Highly organized with strong attention to detail.
• Ability to multitask, prioritize, and adapt quickly in a dynamic environment.
• Demonstrated initiative, urgency, and conflict resolution skills.
• Team-oriented with willingness to collaborate across business, IT, HR, and other departments.

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