Administrative Assistant

Overview

• Serve as the first point of contact at reception, creating a welcoming environment for visitors and clients.
• Provide comprehensive administrative support to senior executives, ensuring efficient calendar management and communication.
• Coordinate office operations, including meeting room setup, pantry maintenance, and mail handling.
• Collaborate with the Office Administrator to ensure seamless coverage and operational efficiency.
• Handle travel arrangements and expense reconciliation for supported executives.
• Maintain confidentiality and professionalism in all interactions and tasks.
• Contribute to event planning and coordination, including team events and holiday parties.
• Support ad hoc projects and administrative tasks as required by the team.

Key Responsibilities & Duties

• Welcome visitors and clients, ensuring a professional and courteous reception experience.
• Manage meeting room schedules, setup, and cleanup to maintain a professional environment.
• Provide administrative support to executives, including calendar management and email correspondence.
• Coordinate travel arrangements, including booking flights, accommodations, and preparing itineraries.
• Reconcile and submit expense reports in compliance with company policies.
• Collaborate with the Office Administrator on shared responsibilities and ensure mutual support.
• Handle incoming and outgoing mail, deliveries, and phone calls efficiently.
• Assist in planning and organizing team events and holiday celebrations.

Job Requirements

• Bachelor’s degree in a relevant field is preferred.
• 2-4 years of experience in administrative roles, preferably in financial services.
• Proficiency in Microsoft Office Suite, including Excel, PowerPoint, and Outlook.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Excellent written and verbal communication skills.
• Experience with TriNet Expense is a plus.
• Demonstrated discretion and professionalism in handling confidential information.