Administrative Assistant # 26-26103

US Tech Solutions•New York, NY

7d•Onsite

About The Position

The Administrative Assistant supports priority clients and Global Markets & Banking Americas Front Office personnel, reporting to the Head of Platform Services Team, Administration & Office Management manager. The role handles administrative and office-management activities, including travel and expense management, cost controls, support for visiting employees, staff attendance systems, onboarding, room bookings, presentation assistance, invoicing, business continuity planning, executive calendar and meeting management, policy organization, client entertainment and FINRA reporting, facilities coordination, and premises management. The assistant partners with colleagues across locations to provide seamless coverage to staff, including executives outside their usual support assignment when other assistants are unavailable. Physical presence in the office is an essential function. The role also provides project support to the Head of Platform Services and is evaluated on results and impact; leadership and collaboration; client, customer, and stakeholder focus; and compliance, culture, and conduct.

Requirements

Bachelor’s degree or higher.
Three to five years of experience as an Administrative Assistant, supporting multiple organizational levels within a financial institution.
Strong understanding of Front Office principles and processes for customer and administrative services.
In-depth understanding of office and administrative management procedures and departmental and legal policies.
Solid project-management skills, including developing project plans and managing timelines to meet deliverables.
Competence in Microsoft Word and PowerPoint.
High proficiency in Microsoft Outlook and Excel.
Experience with calendar and meeting management, time management, travel management, heavy expense and invoice processing, phone management, client handling, event planning, external client onboarding, and detailed meeting minutes.
Exceptional written and verbal communication and interpersonal skills; ability to listen actively, communicate proactively, anticipate managers’ needs, and escalate issues with tact and confidentiality.
Strong organizational, multitasking, prioritization, and time-management skills; attention to detail and flexibility.
Team player who demonstrates initiative, resourcefulness, and professionalism.
Ability to be physically present in the office.

Responsibilities

Manage calendars, meetings, travel, expenses, phone calls, and administrative requests for senior stakeholders and internal staff.
Support domestic and international travel and process heavy expense claims and expense reports.
Coordinate Webex video and audio meetings, including operator-assist functionality.
Plan and coordinate logistics for internal and external events, including client roadshows, team-building and staff events, workshops, and client meetings.
Manage visitor logistics and act as a point of contact for visiting employees.
Maintain Outlook email distribution lists and modify and distribute departmental reports.
Prepare minutes for high-level financial meetings.
Process invoices and coordinate external client onboarding.
Develop and maintain project plans, timelines, procedures, and controls; ensure deliverables are completed accurately and on time.
Provide direct project and task support to the Head of Platform Services Team.
Assist with policy development and deployment, such as travel and expense and gifts and entertainment policies.
Prepare reports using Excel and develop or edit PowerPoint presentations for client meetings.
Coordinate with other assistants across locations and provide coverage for executives and staff when colleagues are unavailable.
Handle office-management activities such as room bookings, cost controls, business continuity planning, facilities coordination, and premises management.
Complete additional projects and tasks requested by management with a strategic, flexible, and forward-thinking approach.