Role / Position Title:
Administrative Assistant
Team: AWM Leadership Asst - Shared
Office Address: : Dallas (downtown location)
2001 Ross Avenue, Suite 2800, Dallas, TX 75201
Pay:
*** / hr
Contract duration: 12 months
*** Asset & Wealth Management
Administrative Assistant Contingent Worker
Job Summary
Our Administrative Assistants provide high-quality, proactive administrative support within a fast-paced, team-oriented environment. This role partners closely with business leaders, firm executives and assistant colleagues to ensure seamless calendar management, meeting coordination, travel logistics, and day-to-day operational support, while exercising sound judgment, discretion, and professionalism at all times. Coverage needs may evolve based on business priorities and location.
Key Responsibilities:
Administrative & Business Support
" Serve as a trusted administrative partner, supporting multiple executives and their teams as needed
" Provide day-to-day administrative and operational assistance, including documentation, records management such as filing and scanning, time entry, invoices, and ad hoc projects.
Calendar, Meetings & Communications
" Proactively manage dynamic & complex calendars across multiple time zones, prioritizing meeting requests and coordinating internal and external meetings, conference calls, and video conferences.
" Act as a primary point of contact for scheduling communications, including high volumes of phone calls, ensuring timely, accurate messaging and professional interaction with senior leaders and clients.
" Coordinate meetings onsite as well as externally, working with conference services to secure rooms, arranging catering, registering guests, and ensuring materials are prepared.
Travel & Expenses
" Arrange domestic and international travel, including flights, accommodations, ground transportation, and visa procurement as required.
" Prepare and submit expense reports and process related invoices in a timely and accurate manner, utilizing approved expense platforms.
Compliance & Confidentiality
" Handle highly confidential and sensitive client and business information with discretion and sound judgment.
" Adhere to compliance requirements and obtain necessary approvals in accordance with firm policies.
Skills & Qualifications Required:
" Demonstrated experience providing administrative support to executives or senior professionals in a complex environment, preferably within financial services, the private sector, or government.
" Strong interpersonal, written, and verbal communication skills, with the ability to collaborate effectively across local and global teams.
" Proven ability to remain calm, organized, and responsive while managing competing priorities in a fast-paced, high-volume environment.
" Exceptional attention to detail, organizational skills, and follow-through, with strong anticipation and problem-solving capabilities.
" High degree of professionalism, integrity, and diplomacy.
" Proactive, reliable, and adaptable team player with a positive attitude and willingness to support where needed.
" Strong proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Zoom.
" Familiarity with expense platforms such as SAP Concur.