Administrative Assistant

About the Role

Our client, a professional services firm located in New York City, is searching for a refined and proactive Administrative Assistant to provide essential support to their team in a dynamic, client-facing setting. This role demands a highly organized and detail-focused individual who can handle numerous priorities simultaneously while upholding professionalism and confidentiality.

Key Responsibilities

• Oversee demanding calendar management including meeting scheduling and coordination of conference calls.
• Plan and organize domestic and international travel arrangements such as flights, accommodations, ground transport, and detailed itineraries.
• Create, revise, and format client-related documents, reports, presentations, and correspondence.
• Coordinate logistics for both internal and external meetings, such as securing conference rooms, arranging catering services, and preparing meeting materials.
• Act as a liaison for clients, vendors, and internal team members.
• Monitor expenses, handle invoice processing, and assist with reconciliations and expense reports.
• Manage the flow of incoming communications, ensuring timely responses and follow-ups.
• Maintain both digital and physical filing systems with an emphasis on accuracy and confidentiality.
• Support the planning and organization of events, team gatherings, client functions, and special projects.
• Assist in office operations including supply management and coordinating with vendors.
• Take and distribute meeting minutes and follow-up action items as necessary.
• Carry out other administrative tasks to support team and company objectives.

Qualifications & Skills

• Preferably holds a bachelor's degree.
• At least two years of experience in administrative support, executive assistance, or office coordination.
• Preferred experience within professional services, consulting, finance, legal, or accounting sectors.
• Advanced proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Outstanding organizational and time management abilities.
• Excellent written and verbal communication skills.
• Capable of managing sensitive information discreetly and professionally.
• Strong attention to detail with reliable follow-through.
• Proven ability to prioritize multiple tasks effectively under deadlines.

Additional Attributes

• A positive, proactive "can-do" attitude.
• Effective problem-solving capabilities and resourcefulness.
• Comfort working independently as well as collaboratively.
• A client-oriented mindset coupled with a professional comportment.
• Adaptability in a fast-moving work environment.