Administrative Assistant

Administrative Assistant – IT The Administrative Assistant will support IT executives within the IT department. The ideal candidate will have a minimum of 5 years of administrative support experience in a fast-paced environment, preferably within financial services. The candidate should possess a keen sense of urgency and the ability to prioritize and pivot between tasks.

They should maintain a positive, can-do attitude and demonstrate strong attention to detail.

Responsibilities

Manage complex calendars, including scheduling internal and external meetings and calls, while proactively resolving conflicts. Coordinate meetings efficiently and communicate clearly regarding scheduling changes or prioritization needs. Serve as a gatekeeper to executives, managing schedules proactively to ensure optimal use of time.

Liaise with other administrative assistants to schedule collaborative meetings and provide backup support when needed. Arrange domestic and international travel, including flights, accommodations, and ground transportation. Handle expense reporting and reimbursement processes, ensuring adherence to company policies. Perform ad hoc administrative support tasks as needed.

Maintain the confidentiality of all sensitive and confidential information. There is no expectation of assisting with personal work, content creation, or project work. Skills and Competencies: Minimum of 5 years in an administrative support role. Proven ability to take initiative, set priorities, and exercise strong judgment.

Exceptional organizational and time management skills, with the ability to prioritize tasks effectively and meet deadlines. Highly proficient in Microsoft Office Suite (Outlook, PowerPoint, Excel, and Teams) and video conferencing tools (e.g., WebEx). Experience with Concur or similar systems for travel and expense management.

Superior written and verbal communication skills. Ability to handle highly sensitive and confidential information with discretion and professionalism. Strong collaborative and teamwork-oriented attitude.

Required Skills

Administrative Support Financial Services Time Management Microsoft Excel Microsoft Office Additional Skills: Scheduling Video Conferencing (WebEx or similar) Travel Arrangements Microsoft PowerPoint Excellent Written and Verbal Communication Skills