Administrative Assistant

Aston Carter • New York, NY

1d • $24 - $32 • Onsite

About The Position

This role involves managing the CFO's calendar and email correspondence, prioritizing requests, preparing responses, and ensuring critical matters are addressed promptly, all while maintaining confidentiality. The position serves as the primary point of contact for incoming calls and communications directed to the CFO, prepares and processes weekly timesheets and monthly expense submissions, and facilitates communication and coordination between the CFO and stakeholders across multiple departments and business units. Additionally, it provides support for finance-related meetings, oversees administrative processes for the finance team, coordinates department trainings, team meetings, and special events, and offers day-to-day administrative and operational support to the CFO and finance leadership team as needed.

Requirements

• Minimum of 2 years of experience in calendar management and expense management.
• Proficiency in phone support and timesheet management.
• Knowledge of accounting/bookkeeping and administrative duties.
• Strong interpersonal, communication, and organizational skills.
• Ability to handle confidential information with discretion and professionalism.
• Strong time management skills with a proactive approach to problem-solving and decision-making.

Nice To Haves

• Bachelor’s degree required.
• Proficiency in Deltek VantagePoint, Microsoft Outlook, and Microsoft Teams is preferred.
• Interest in architecture and design is a plus.

Responsibilities

• Manage the CFO’s calendar and prioritize requests.
• Prepare responses and address critical matters promptly.
• Serve as the primary point of contact for calls and communications directed to the CFO.
• Prepare and process weekly timesheets and monthly expense submissions.
• Facilitate communication and coordination between the CFO and various departments.
• Support recurring finance-related meetings including scheduling and follow-up activities.
• Oversee administrative processes for the finance team such as timekeeping approvals and absence tracking.
• Coordinate department trainings, team meetings, and special events.
• Provide day-to-day administrative and operational support to the CFO and finance leadership team.

Benefits

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

What This Job Offers

• Career Level: Mid Level