Administrative Assistant

Phyton Talent Advisors; City of Cohoes (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

Our Client, a Global Financial Services Firm, is seeking an Administrative Assistant in their Cohoes, New York location. The role supports advisors and account managers, handling calendars, meetings, travel logistics, and onboarding with discretion.

The ideal candidate is highly organized, communicates professionally, and can manage multiple deadlines while maintaining high integrity and confidentiality in a fast-paced environment.

Qualifications

• 5+ years supporting senior leaders or client-facing teams, preferably in finance.
• Strong judgment and discretion with confidential information.
• Excellent written and verbal communication; highly professional presence.
• Attention to detail and exceptional organizational skills.
• Self-starter with proactive mindset and independent problem solving.

Responsibilities

• Provide administrative support to advisors and account managers; back-up team support as needed.
• Coordinate complex calendars, meetings, and conference calls with internal and external stakeholders.
• Arrange travel and process expense reports promptly.
• Prepare and distribute correspondence, reports, and documentation.
• Interact professionally with senior leaders and clients; handle confidential information.
• Support onboarding of new hires and client accounts; data entry and coordination.
• Handle general admin tasks including filing, archiving, invoices, mail, and check processing.

Skills

Executive support

Calendar management

Discretion with confidential info

Professional communication

Detail-oriented

Proactive mindset

Independent problem solver

Prioritization under pressure

Team collaboration

Multi-deadline management

Tools

Microsoft Word

Excel

PowerPoint

Outlook

SAP Concur

Job description

Our Client, a Global Financial Services Firm, is seeking an Administrative Assistant in their Cohoes, New York location.

Job Summary

We are seeking a highly organized Administrative Assistant to support advisors and account managers within a fast-paced, client-focused environment. This individual will play a critical role in ensuring seamless day-to-day operations, managing priorities, and delivering professional support to both internal stakeholders and external clients.

Key Responsibilities

• Provide administrative support to advisors and account managers; offer backup team support as needed
• Manage and coordinate complex calendars, meetings, and conference calls across internal and external stakeholders
• Coordinate logistics for client calls and advisor meetings, including scheduling, teleconference setup, and conflict resolution
• Arrange travel and complete expense reporting in a timely manner
• Handle highly confidential and sensitive information with discretion
• Prepare and distribute correspondence, reports, memos, and other documentation
• Interact professionally with senior business leaders and clients
• Organize and ship materials to clients; respond to and follow up on client requests
• Support onboarding of new hires and new client accounts, including data entry and coordination
• Maintain understanding of firm policies and handle select issues independently
• Assist with general administrative tasks (copying, scanning, filing, archiving, inventory, invoices, mail, shipping, and check processing)

Skills & Qualifications

• Experience supporting senior executives and/or financial advisors in a complex environment (financial services, private sector, or government preferred)
• Strong judgment and discretion when handling confidential or sensitive information
• Excellent written and verbal communication skills; highly professional presence
• Exceptional attention to detail and organizational skills; ability to prioritize effectively
• Self-starter with strong anticipation skills and a proactive mindset
• Independent problem solver with strong follow-through
• Ability to perform under pressure, adapt quickly, and manage multiple deadlines
• High integrity, professionalism, and diplomacy
• Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook
• Experience with expense platforms such as SAP Concur preferred
• Collaborative team player with a positive attitude

Experience

• 5+ years of administrative experience supporting senior leaders or client-facing teams preferred