Global Equities | US Equities Distribution - Administrative Assistant III

Job Description:

Job Summary

We are seeking a highly experienced administrative professional to provide comprehensive support to a team of senior leaders in a large, fast-paced environment. This role requires exceptional organizational skills, attention to detail, and the ability to manage competing priorities while working effectively under pressure. This role enables effective meeting management, client engagement, and seamless travel and expense processing while supporting day-to-day client logistical operations and ensuring employee travel and entertainment adherence with firm policies. The ideal candidate is proactive, flexible, and comfortable supporting multiple stakeholders.

Key Responsibilities

• Provide comprehensive administrative support to senior managers and multiple team members, supporting groups of 15 or more professionals
• Manage high-volume of detailed information and email traffic while interacting with senior employees, particularly during peak periods and large events
• Manage complex calendars, including scheduling meetings, resolving conflicts, and coordinating across time zones
• Arrange domestic and international travel, including itineraries, accommodations, and visa requirements as needed
• Process and reconcile travel and expense reports accurately and in a timely manner using Concur
• Plan and coordinate conferences, meetings, and events, including logistics, materials, and on-site or virtual support
• Serve as a key point of contact, communicating professionally with all levels of the organization and across business functions
• Maintain a high level of discretion and confidentiality when handling sensitive information
• Operate effectively in a fast-paced environment, adapting quickly to changing priorities

Required Skills and Qualifications

• Minimum of 10 years of experience in financial institutions, preferably investment banks and/or hedge funds, providing administrative support to senior leaders and large teams
• Full-time, on-site role based in New York City
• Strong experience using Concur for travel booking and expense processing
• Extensive experience with diary and calendar management for senior managers and leadership teams
• Strong attention to detail with the ability to prioritize and execute tasks accurately
• Proven ability to work effectively under pressure, meet tight deadlines, and maintain professionalism
• Flexibility to work extended hours when business needs require
• Excellent written and verbal communication skills
• Advanced proficiency in Microsoft Office applications, including Outlook, Excel, Word, and PowerPoint

Role: Based in NYC, 5 days (M-F)

In the office

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