Administrative Assistant

Position Title: Administrative Assistant
Line of Business: Enterprise Risk and Portfolio Management
Length of Contract: 6 months (Possibility of extension/conversion)
Location: New York, NY (4 days onsite)
Hours of Operation: 9-5
Possibility of Overtime: Yes

Job Description

• Manage calendars, schedule meetings, and coordinate travel for executives and team members.
• Prepare and review financial documents, reports, and presentations with accuracy and confidentiality.
• Handle incoming calls, emails, and client inquiries professionally.
• Maintain organized filing systems for sensitive financial and regulatory documents.
• Develop and maintain a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available.
• Assist with expense tracking, invoice processing, and budget monitoring processing invoices for payment in adherence with documented processes and guidelines and vendor agreements.
• Support compliance activities by ensuring proper documentation and adherence to company policies.
• Coordinate internal and external meetings, including logistics and materials.
• Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget.
• Provide administrative support for audits and regulatory reviews.
• Perform other duties as required to support the finance team.

Must Have Requirements:

• 2-3 years previous EA or Admin experience
• Adaptable. multi-tasker
• Proficiency in MS Office applications (PowerPoint, Excel, Word, Outlook, Teams etc.)
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Ability to handle confidential financial information with discretion.
• Detail-oriented with strong problem-solving skills.

Nice To Haves:

• Familiarity with financial systems and compliance processes.
• Experience supporting senior leadership in a regulated industry.
• Ability to work independently and manage multiple priorities.
• Positive and professional demeanor.

Education:

• High School

Interviews:

• 1st round with HM via MS Teams - 30 minutes
• 2nd round with Leader via MS Teams - 30 minutes