Administrative Assistant

Tishman Speyer•New York City, NY

10d•Onsite

About The Position

Tishman Speyer seeks an experienced Administrative Assistant to provide comprehensive administrative and finance-operations support to senior leadership. In this role, you would provide executive support as well as operational logistics including responsibility for financials, invoice processing, and billing. The successful candidate will be highly organized, detail-oriented, and technically fluent, comfortable moving between managing an executive’s calendar and reconciling a ledger in the same day. The role requires expert-level proficiency in Microsoft Outlook, hands-on financial administration experience, and the ability to coordinate across multiple departments and external stakeholders while maintaining strict confidentiality.

Requirements

Proven experience as an Executive Assistant or in a comparable administrative role, ideally supporting C-level or senior leadership.
Hands-on experience with budgets, financial reporting, invoice processing, expense management, and billing.
Working knowledge of D365 for financial bookkeeping, invoice processing, and reconciliation.
Experience using Basware for invoice processing and accounts payable automation.
Ability to build, interpret, and maintain reports and dashboards in Tableau.
Working knowledge of AI-enabled productivity tools (e.g., Claude / ChatGPT) and a willingness to apply them to streamline day-to-day work.
Expert-level knowledge of Microsoft Outlook, including calendar management, mailbox administration, and advanced features.
Proficiency with Microsoft Word, Excel, and PowerPoint.
Strong organizational and time-management skills, with the ability to manage multiple priorities simultaneously.
Excellent written and verbal communication skills.
Professional demeanor and ability to maintain strict confidentiality.
Proven ability to work collaboratively with other administrative professionals.

Nice To Haves

Experience supporting C-level or senior leadership.
Knowledge of Box and Smartsheet.
Experience using additional collaboration tools (Microsoft Teams, SharePoint, etc.).
Familiarity with project management tools and methodologies.
Knowledge of IT department operations, terminology, or technology landscape.
Experience coordinating large-scale events or off-site meetings.
Bachelor’s degree in Business, Finance, Accounting, or a related field, or equivalent experience.

Responsibilities

Manage executive calendar(s) with expert-level proficiency in Microsoft Outlook, including scheduling complex meetings with multiple participants, resolving conflicts, and coordinating across time zones.
Administer Outlook mailbox management, including email organization, distribution list management, and archive procedures.
Arrange and coordinate meetings, including video conferences, in-person gatherings, and off-site events; manage meeting logistics, room bookings, catering, and attendee communications.
Plan and execute off-site meetings and department events, including venue selection, travel arrangements, and agenda coordination.
Prepare materials, reports, and correspondence on behalf of executive leadership; maintain confidentiality at all times.
Serve as liaison between executive leadership and internal departments; manage ad-hoc requests and priorities.
Collaborate with other executive assistants supporting senior leadership to align priorities and streamline administrative processes.
Perform general office management tasks, including supply ordering, scheduling maintenance, and maintaining office space.
Support the preparation, monitoring, and reporting of departmental budgets and forecasts.
Process invoices end-to-end in Basware, ensuring accuracy, appropriate approvals, and timely payment.
Manage billing cycles, reconcile accounts, and resolve discrepancies with internal teams and vendors.
Review, track, and process invoices and payments; maintain financial records and reconciliation using Microsoft Dynamics 365 (D365).
Process and submit expense reports for executive leadership, ensuring accuracy and compliance with company policy.
Build and maintain financial reports and dashboards in Tableau to support decision-making.
Liaise with accounts payable/receivable, procurement, and external vendors on financial queries.
Maintain financial records and documentation in line with company policies and audit requirements.
Identify opportunities to streamline financial and administrative workflows, including through automation and AI-enabled tools.