Administrative Assistant

The Administrative Assistant will help ensure smooth day-to-day operations by maintaining accurate records, preparing professional documents, managing communications, and tracking assignments and deliverables. Key Responsibilities Provide day-to-day administrative and operational support to the Financial Planning Operations team, including scheduling, coordination, document preparation, data entry, recordkeeping, and follow-up.

Job Title : Administrative Assistant
Location : New York City, NY 51 Madison Avenue (Hybrid 3 days per week in office)
Duration : 6 Months Contract
Hours : 37.5 hours per week
Interview : 1 Virtual Interview Final Onsite Interview (Possibly Both Onsite)

Position Summary
We are seeking an organized and detail-oriented Administrative Assistant to provide administrative and operational support to the Financial Planning Operations team. This temporary position is ideal for someone who is comfortable managing multiple priorities, working with data and spreadsheets, coordinating communications, and supporting various business initiatives.
The Administrative Assistant will help ensure smooth day-to-day operations by maintaining accurate records, preparing professional documents, managing communications, and tracking assignments and deliverables. This role is particularly suited for a candidate with strong Microsoft Office skills, excellent organizational abilities, and prior administrative or operations support experience.

Key Responsibilities

• Provide day-to-day administrative and operational support to the Financial Planning Operations team, including scheduling, coordination, document preparation, data entry, recordkeeping, and follow-up.
• Create, maintain, update, and organize Microsoft Excel spreadsheets, trackers, reports, contact lists, and other business data.
• Use Excel functions and tools to organize, validate, analyze, and present information accurately and efficiently.
• Prepare and format professional documents, presentations, reports, and communications using Microsoft Word, PowerPoint, Outlook, Teams, and Microsoft 365 applications.
• Support the planning, preparation, execution, and tracking of field-facing communications.
• Maintain email distribution lists and contact data, ensuring information is accurate, current, and properly organized.
• Review and proofread emails, documents, spreadsheets, and other materials for accuracy, consistency, formatting, and completeness.
• Maintain organized electronic files, shared folders, documentation, and team resources.
• Track assignments, deadlines, deliverables, and outstanding items, and proactively follow up with stakeholders.
• Assist with recurring reports, communications, special projects, and other business initiatives.
• Identify opportunities to improve administrative processes, organization, communication, and workflow efficiency.
• Handle confidential and sensitive information with appropriate discretion and professionalism.
• Perform additional administrative and operational duties as assigned.

Required Qualifications

• Prior experience in an administrative, operations support, or client service role.
• Strong proficiency in Microsoft Excel, including creating and maintaining spreadsheets, trackers, and reports.
• Proficiency with Microsoft Office applications, including Word, PowerPoint, Outlook, and Teams.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Strong organizational and follow-up skills.
• Ability to work collaboratively with team members and stakeholders.
• Professional demeanor and ability to handle confidential information.
• Ability to work onsite 3 days per week at 51 Madison Avenue, NYC.
• Ability to successfully complete required fingerprinting.

Preferred Qualifications

• Bachelor s degree preferred, or equivalent relevant experience.
• Experience in the financial services or financial planning industry.
• Previous experience supporting an operations or business support team.
• Experience managing business communications, distribution lists, and administrative projects.
• Familiarity with recurring reporting, data validation, and quality control processes.

Core Competencies

• Organization: Ability to maintain structure and accuracy while managing multiple assignments.
• Attention to Detail: Consistently identifies errors, inconsistencies, and missing information.
• Technical Proficiency: Confidently uses Excel and Microsoft Office tools.
• Communication: Produces clear, professional written communications and interacts effectively with stakeholders.
• Ownership: Takes responsibility for assignments and follows tasks through to completion.
• Prioritization: Effectively balances competing deadlines and changing priorities.
• Collaboration: Works effectively across teams and with a variety of stakeholders.
• Adaptability: Learns new processes and technology quickly.
• Discretion: Handles confidential and sensitive information appropriately.