Administrative Assistant

Role overview

This position provides broad, confidential administrative assistance to senior leadership, with a strong focus on calendar ownership. The role involves helping managers with day-to-day administrative needs, arranging travel, handling expense processing, collecting and summarizing information for executives, and managing incoming correspondence.

The role may also require support for planning in-person meetings and offsite sessions, while balancing multiple priorities, projects, and deadlines in a polished, responsive, and people-focused way.

Key responsibilities

• Serve as a direct support partner to senior executives.
• Coordinate meetings and communication with internal and external contacts, including C-suite leaders and government officials.
• Take full ownership of executive and team calendars, prepare relevant background materials ahead of time, and resolve scheduling conflicts professionally.
• Handle incoming calls, capture messages accurately, and use sound judgment when routing or responding.
• Track and manage multiple projects, tasks, and priorities at the same time.
• Book domestic and international travel through online and phone-based travel systems.
• Keep client contact records current and schedule follow-ups for senior executive clients when needed.
• Draft and assemble briefing materials for meetings by gathering input from stakeholders across the organization.
• Create workflow updates and dashboard reports for senior leaders and the broader team.
• Work from New York, NY and follow the Workplace Excellence expectation of 2 work-from-home days per month.

Qualifications

• At least 5 years of administrative experience in a financial institution supporting senior-level management.
• Strong verbal and written communication skills with the ability to build rapport and share information clearly with teams and executives.
• Professional and polished communication style across phone and email.
• Excellent organization, time management, and multitasking ability.
• Strong analytical thinking, problem-solving, and planning skills.
• Advanced proficiency with Outlook, Word, PowerPoint, OneNote, and Excel.
• Collaborative mindset, strong work ethic, and comfort in a fast-paced environment.
• Ability to work effectively with senior leaders in demanding situations.
• High attention to detail and the ability to perform under pressure and tight timelines.
• Availability to work between 8:00 AM and 6:00 PM, with on-call support outside business hours when the executive is traveling or urgent business needs arise.
• Professional, calm, positive, and resilient demeanor.

Schedule

This is a first-shift role in the United States of America. Standard working time is 40 hours per week.