Job Description

Our Client, a Global Investment Bank, is seeking an Administrative Assistant in their New York, NY location.

Position Overview:

The Administrative Assistant will provide high-level administrative support to the Head of Front Office, Head of Corporate Services Technology, and other designated IT executives. This individual will ensure seamless day-to-day operations by coordinating meetings, handling travel and expenses, and collaborating closely with other administrative staff. The ideal candidate is highly organized, proactive, tech-savvy, and thrives in a fast-paced, professional environment.

Key Responsibilities:

• Provide daily administrative support to senior IT executives
• Manage recurring and ad hoc meetings, including logistics and material preparation
• Screen calls, manage calendars, and coordinate schedules
• Make domestic and international travel arrangements
• Prepare and submit expense reports
• Greet and facilitate site access for visitors
• Collaborate with other administrative professionals across the IT organization
• Organize documents and logistics for executive meetings
• Arrange printing, binding, and presentation preparation
• Maintain shared contacts and organizational charts
• Coordinate conference room bookings, dial-in numbers, and shared site permissions
• Order office supplies and manage general office needs
• Support visiting IT staff from other regions with desks, meetings, and reservations
• Handle occasional printing, faxing, copying, and mail services
• Provide back-up coverage for other Executive Assistants as needed
• Use iOffice for seating assignments and site access requests
• Assist with SharePoint permissions and basic intranet updates

Qualifications:

• Experience: 3–5 years of experience in an administrative assistant role, preferably within financial services
• Technical Skills: Proficiency in Microsoft Word, Excel, PowerPoint, and intermediate knowledge of Microsoft Copilot
• Industry Knowledge: Prior experience supporting IT leadership strongly preferred
• Eligibility: Must be authorized to work in the United States

Skills & Attributes:

• Strong verbal and written communication skills
• Excellent organizational, multitasking, and time management abilities
• Self-motivated, team-oriented, and able to work effectively under pressure
• Strong interpersonal skills and professional demeanor
• Willingness to take on last-minute or evolving tasks
• Collaborative mindset and ability to support a wider administrative team

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