Junior Administrator

Henpen Corporation•New York City, NY

2d•Hybrid

About The Position

The Junior Office Administrator supports day-to-day operations in the firm's New York office, helping maintain an exceptional workplace environment and providing seamless support to senior leadership, financial advisors, and office staff. The role is based in Midtown Manhattan, with four days in the office and occasional travel to the firm's Stamford, Connecticut office. It reports to the Office Manager. Responsibilities include answering and directing incoming calls, greeting clients and visitors, scheduling meetings, maintaining calendars, coordinating conference room bookings, preparing and filing financial documents and correspondence, entering data, maintaining records, handling mail and packages, ordering office supplies, coordinating with vendors, preparing presentations and meeting materials, arranging staff travel and expense reports, and ensuring office equipment is functioning properly. The administrator must protect confidential financial and client information.

Requirements

College degree.
At least 5 years of administrative or office experience in financial services or a similar field.
Experience in financial services, banking, or a corporate office environment.
Familiarity with office management software and document management systems.
Basic knowledge of financial industry terminology and business practices.
Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
Strong written and verbal communication skills.
Excellent organizational and time management abilities.
High level of accuracy and attention to detail.
Ability to prioritize tasks and meet deadlines in a fast-paced environment.
Professional demeanor and strong customer service skills.

Responsibilities

Answer and direct incoming phone calls and greet clients and visitors professionally.
Schedule meetings, maintain executive and team calendars, and coordinate conference room bookings.
Prepare, organize, and file financial documents, reports, and correspondence.
Perform data entry and maintain accurate electronic and paper records.
Process incoming and outgoing mail, packages, and courier services.
Order and maintain office supplies and coordinate with vendors.
Assist with preparing presentations, reports, and meeting materials.
Coordinate travel arrangements and expense reports for staff.
Ensure office equipment is functioning properly and arrange maintenance when needed.
Maintain confidentiality when handling sensitive financial and client information.
Provide general administrative support to executives, financial advisors, and office staff.