Administrative Assistant

Intuvia Technologies; New York (NY); On-site; USD 39,000 - 55,000; Part time

Job summary

Intuvia Technologies in New York City is seeking an Administrative Assistant for a fully onsite 6+ month contract. You will provide comprehensive administrative support to the Head of Platform Services, coordinate calendars, meetings, travel, expense processing, and cross-functional communication.

The role requires a bachelor's degree or higher and 3-5 years' experience in a financial institution environment.

Qualifications

• Bachelor's degree or higher with Front Office principles.
• 3-5 years' proven Administrative Assistant experience in a financial institution.
• Deep understanding of office management procedures and policies.
• Strong Word/PowerPoint, Outlook and Excel skills.
• Excellent communication and interpersonal skills; proactive and discreet.
• Detail-oriented with ability to multitask and meet deadlines.
• Experience supporting senior stakeholders and travel/expense processes.

Responsibilities

• Develop procedures and controls.
• Develop and deploy new policies (e.g., T&E, Gifts and Entertainment).
• Plan and coordinate internal/external events and meetings.
• Provide direct support to Head of Platform Services on projects.
• Coordinate Webex meetings and provide operator assistance.
• Plan logistics for client roadshows, staff events, and trainings.
• Manage visitors, phone calls, and distribution lists; prepare reports.
• Take meeting minutes for high‑level financial meetings.
• Process invoices and coordinate external onboarding as needed.
• Prepare Excel reports and PowerPoint presentations for client meetings.

Skills

Organizational skills

Communication skills

Administrative support

Calendar management

Travel coordination

Meeting minutes

Data entry

Education

Bachelor's degree or higher

Tools

Microsoft Outlook

Excel

PowerPoint

Concur

Tableau

My IT / SailPoint

Tom Net

Clock Net

Job description

Job Location: Fully onsite in New York, NY 10019

Duration: 6+ Months Contract (High possibility of extension)

Responsibilities:

• 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

Required experience, qualifications and skills:

• 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