Administrative Assistant

Madan+; New York (NY); On-site; USD 65,000 - 95,000; Full time

Job summary

Madan+ seeks an Administrative Assistant to support a Senior Leader in a fast-paced firm specializing in strategic wealth planning. You will proactively manage calendars, travel, and communications, ensuring the leader stays focused on high-value initiatives.

Ideal candidates thrive in discreet environments, anticipate needs, and excel at solving problems while coordinating with internal teams and external partners.

Qualifications

• 3+ years of progressive administrative experience supporting senior leaders.
• Advanced proficiency in MS Outlook, PowerPoint, and Excel.
• Experience with Asana and Salesforce is a plus.

Responsibilities

• Serve as a trusted strategic partner to senior leadership by proactively anticipating needs and preparing for meetings.
• Own and manage complex calendars across multiple time zones and coordinate domestic and international travel.
• Draft, edit, and proofread executive communications including board reports and memos.
• Coordinate cross-functional projects, track action items, and maintain project dashboards for visibility.
• Oversee meeting logistics, event support, expense reporting, and backup coverage for administrative staff.

Skills

MS Outlook

PowerPoint

Excel

Discretion

Calendar management

Tools

Asana

Salesforce

Job description

Madan+, a firm specializing in strategic wealth planning and advisory services for high-net-worth clients is seeking a sharp, proactive Administrative Assistant (AA) to support a Senior Leader in the Firm. This high-impact role serves as a point person to ensure the Senior Leader remains focused on high-value initiatives by managing schedules, communications, and special projects. Ideal candidates thrive in fast-paced environments, exercise discretion, and excel at anticipating needs and solving problems.

A high-performing Administrative Assistant in this role will make the leader organized, prepared, and supported. They will ensure advisors have better visibility into their pipeline, marketing receives what it needs earlier, internal teams have clearer ownership, and clients and partners experience faster and more professional follow-through.

The role is both proactive and reactive — but skews heavily proactive.

Key Responsibilities

• Strategic Partnership & Executive Support: Serve as a trusted strategic partner to senior leadership by proactively anticipating needs, preparing leaders for meetings and decisions, and surfacing relevant information before it's requested. Exercise exceptional discretion in managing sensitive and confidential information, including board matters, personnel issues, and M&A activity. Act as a primary gatekeeper and liaison for all incoming communications, prioritizing and triaging on behalf of the senior leader, and building strong relationships with key internal and external stakeholders.
• Calendar & Travel Management: Own and manage complex, high-volume senior leadership calendars across multiple time zones, resolving conflicts and making independent prioritization decisions aligned with business objectives. Coordinate end-to-end domestic and international travel logistics including flights, accommodations, ground transportation, visa requirements, and detailed itineraries.
• Communications & Correspondence: Draft, edit, and proofread executive-level communications including board reports, client correspondence, internal memos, and presentation materials. Develop and maintain the senior leader's voice across written communications. Manage inbox priorities and draft responses on the senior leader's behalf, ensuring timely and professional engagement with all stakeholders.
• Project & Initiative Management: Serve as a project coordinator for cross-functional strategic initiatives by tracking action items, deadlines, and deliverables across internal teams and external partners. Create and maintain project tracking tools (dashboards, trackers, status reports) to ensure leadership has real-time visibility into progress. Follow up proactively with stakeholders to remove roadblocks and maintain momentum on priority workstreams.
• Administrative Operations & Team Support: Oversee all meeting logistics including agendas, pre-read materials, AV/technology setup, and post-meeting follow-ups with action items and minutes. Support high-visibility company events such as client briefings, board presentations, town halls, and investor meetings. Collaborate with and provide backup coverage to administrative staff, contributing to a cohesive and high-performing administrative function. Manage expense reporting, budget reconciliation, and invoice processing for the executive's office.

Qualifications & Requirements

Required

• 3+ years of progressive administrative experience supporting senior leaders.
• Advanced proficiency in MS Outlook, PowerPoint, and Excel.
• Experience with Asana and Salesforce is a plus.