Archived listing. The details below describe a past opening.
We are looking for an Administrative Assistant to provide high-level support to senior leaders within a Financial Services environment. This Contract position is ideal for an experienced, detail-oriented individual who can manage executive coordination, organize sensitive information, and keep daily operations running smoothly. The role involves a mix of calendar management, document preparation, meeting support, travel coordination, and office administration while handling confidential matters with discretion.
Responsibilities:
- Coordinate executive calendars, arrange internal and external meetings, and resolve scheduling conflicts to ensure leaders remain organized and prepared.
- Prepare, format, and refine reports, presentations, spreadsheets, and correspondence with a strong focus on accuracy, clarity, and high-quality standards.
- Support board- and leadership-related documentation by gathering information, reviewing materials, and helping assemble finalized reports and meeting packets.
- Attend meetings when needed, capture clear and accurate notes, and track follow-up items to help move priorities forward.
- Maintain confidential records and corporate files, including document scanning, filing, retrieval, and overall records organization.
- Assist with office and facility-related administrative tasks, manage departmental supplies, and distribute materials as needed.
- Coordinate travel arrangements for executive staff and complete expense reporting in a timely and organized manner.
- Review timesheets, contracts, and outgoing correspondence for completeness, consistency, and presentation standards.
- Partner with other administrative team members on shared projects and provide support on special assignments as business needs arise.
- High school diploma required; an associate degree or related coursework is preferred.
- 5-8 years of administrative experience, including at least 2 years supporting executives in a corporate setting.
- Strong written and verbal communication skills with the ability to proofread and produce clear business documents.
- Demonstrated ability to manage multiple priorities, maintain attention to detail, and meet deadlines with minimal supervision.
- Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
- Experience taking meeting minutes and supporting executive presentations and departmental meetings.
- Sound judgment and a proven ability to handle confidential information appropriately.
- Comfortable learning new systems and technology quickly; data entry and administrative office support experience is beneficial.