Administrative Assistant

eTeam; New York (NY); On-site; USD 34,000 - 48,000; Part time

Job summary

eTeam is seeking an Administrative Assistant in New York, NY for a 5-month assignment. You will support senior stakeholders, coordinate travel, manage calendars, and maintain project documentation.

Proficiency in Excel, PowerPoint, and Outlook is required, with strong communication and organizational skills to ensure timely, accurate deliverables. The role involves heavy invoice processing, client onboarding coordination, and collaboration with global teams to cover coverage for executives and

Qualifications

• Bachelor’s degree or higher; 3–5 years as Administrative Assistant in financial setting.
• Strong front-office understanding and policy procedures knowledge.
• Project planning and timeline management experience.

Responsibilities

• Provide administrative support to Head of Platform Services.
• Coordinate internal/external events and travel logistics.
• Prepare reports using Excel and PowerPoint for client meetings.
• Manage calendars, phone calls, emails, and meeting minutes.

Skills

Organization

Communication

Meeting management

PowerPoint

Excel

Travel coordination

Education

Bachelor’s degree or higher

Tools

Outlook

Concur

Tableau

Job description

Job Title: Administrative Assistant
Location: New York, NY
Duration: 05 Months
Pay rate: $30/hr

Strong organizational skills, pro-active approach, forward-thinking and solutions oriented.

• Experience in developing procedures and controls. New policy development and deployment (e.g., T&E, Gifts and Entertainment).
• Developing and maintaining project plans while working to ensure all deliverables are completed timely and with accuracy.
• Provide direct support to the Head of Platform Services on various projects demonstrating diligent oversight on all deliverables.
• Excellent Communications skills required - both written and verbal.
• Strong Administrative Support experience supporting senior stakeholders and general internal staff on all administrative requests.
• Domestic and International Travel
• Process of heavy expense claims.
• Coordinate Webex (Video and/or audio) meetings and perform operator assist functionality.
• Plan and coordinate all logistics for internal/external events such as client roadshows, teambuilding events, staff events on-site and off-site, internal workshop learning programs, external client meetings and all other ad-hoc event requirements.
• Managing logistics for visitors
• Management of incoming and outgoing phone calls
• Maintain current e-mail distribution lists in Outlook
• Modification and distribution of departmental reports.
• Meeting minutes for high-level financial meetings.
• Heavy invoice processing and external client on-boarding coordination.
• Completion of any projects or tasks, as requested by management demonstrating a strategic, flexible and, forward thinking approach.
• Prepare reports using Excel.
• Strong knowledge of PowerPoint presentation development and editing for client meetings.
• An Administrative Assistant will make use of several application systems including:
• ivalua - Supplies and IT Procurement.
• My IT / SailPoint - Request management tool for IT application security activities.
• Concur - Travel scheduling and expense reporting.
• Tom Net and Clock Net - Staff attendance and work hours tracking.
• UPS - Express mail labeling and postage.
• Microsoft Outlook
• Microsoft Office Suite with a strong focus on Excel and report management.
• Tableau
• Administrative Assistants are expected to partner and coordinate with other assistants in multiple locations, to ensure seamless support coverage is provided to all of our Global Markets & Banking Staff. This includes but not limited to providing coverage to Executives which are not their normal priority while other assistants are off-desk.

Required Qualifications for Administrative Assistant Position:

• Education and Experience : Bachelor’s degree or higher, with a strong understanding of Front Office principles and processes for providing customer and administrative services . 3-5yrs of proven experience as an Administrative Assistant, strong ability to support various levels in the organization, within a financial institution.
• Demonstrate an in-depth understanding of office and administrative management procedures and departmental and legal policies.
• Solid Project Management skills required with a keen ability to develop project plans and manage timelines to meet platforms deliverables.
• Technical Skills : Competent in Word and PowerPoint. Extremely competent in Microsoft Outlook and Excel.
• Administrative Skills : Calendar management, meeting management, time management, strategic planning of tasks, travel management, heavy expense processing, phone management, client handling, event planning, heavy invoice processing, external client-onboarding, detailed meetings minutes, and assist Head of Platform Services Team on several projects and tasks.
• Exceptional communication and interpersonal skills : A good candidate will be an active listener and clear communicator, both verbally and in writing. They must communicate pro-actively, anticipating the needs of their managers and escalating issues as necessary - utilizing tact and confidentiality. Be an excellent team player.
• Excellent organizational skills : Must have the ability to multitask and prioritize work based on potential impact. An excellent candidate is detail oriented, flexible and enjoys the administrative challenges of supporting executive level employees.
• Exhibit initiative and resourcefulness to get tasks done quickly and efficiently with a high degree of professionalism