Administrative Assistant

Veterans Sourcing Group, LLC; New York (NY); Hybrid; USD 52,000 - 70,000; Full time

Job summary

Veterans Sourcing Group, LLC in New York City is seeking a temporary Administrative Operations Support role for the Financial Planning Operations team. The position is hybrid, requiring three days in the NYC office at 51 Madison Ave, with strong emphasis on data entry, reporting, and document preparation.

The ideal candidate will have a Bachelor's degree or equivalent experience, experience in administrative or operations roles, and a comfort level with Excel and Office tools.

Qualifications

• Bachelor's degree preferred, or equivalent relevant experience
• Prior administrative, operations, or client service experience required
• Financial Services/Planning industry experience preferred, specifically in an operations support function

Responsibilities

• Provide day-to-day administrative and operational support to the team, including scheduling, coordination, document preparation, data entry, recordkeeping, and follow-up
• Create, maintain, update, and organize spreadsheets, trackers, reports, contact lists, and other business data
• Use Excel functions and tools to organize, validate, analyze, and present information accurately and efficiently
• Prepare and format professional documents, presentations, reports, and communications using Word, PowerPoint, Outlook, Teams, and other Office 365 apps
• Support planning, preparation, execution, and tracking of field-facing communications, including distribution lists and approvals
• Manage and maintain email distribution lists and contact data, ensuring accuracy
• Proofread and quality-check emails, documents, spreadsheets, and materials prior to distribution
• Maintain organized electronic files, shared folders, documentation, and team resources
• Track assignments, deadlines, deliverables, and outstanding items; follow up with stakeholders
• Assist with recurring reports, communications, and special projects
• Handle information with discretion and professionalism
• Identify opportunities to improve administrative processes and workflows
• Perform additional administrative and operational duties as assigned

Skills

Organization

Attention to detail

Technical proficiency

Communication

Ownership

Prioritization

Collaboration

Adaptability

Discretion

Education

Bachelor's degree or equivalent

Tools

Excel

Microsoft Office

Outlook

Teams

Job description

Location: NYC, 51 Madison Ave - Hybrid (3 days/week in office)

Position Summary

This temporary role provides critical operational and administrative support to the Financial Planning Operations team. This role is ideal for someone who is comfortable managing multiple priorities, working with data and spreadsheets, coordinating communications, and other business initiatives. The position ensures that communications are handled promptly and professionally while also maintaining accurate records through data entry and quality control. This role helps sustain smooth day-to-day operations during peak volume periods or while covering for staff absences.

Major Responsibilities (in order of importance)

• Provide day-to-day administrative and operational support to the team, including scheduling, coordination, document preparation, data entry, recordkeeping, and follow-up
• Create, maintain, update, and organize Microsoft Excel spreadsheets, trackers, reports, contact lists, and other business data
• Use Excel functions and tools to organize, validate, analyze, and present information accurately and efficiently
• Prepare and format professional documents, presentations, reports, and communications using Microsoft Word, PowerPoint, Outlook, Teams, and other Microsoft Office/Microsoft 365 applications
• Support the planning, preparation, execution, and tracking of field-facing communications, including maintaining distribution lists, reviewing content and formatting, coordinating approvals, scheduling communications, and monitoring campaign completion
• Manage and maintain email distribution lists and contact data, ensuring information is accurate, current, and appropriately organized
• Proofread and quality-check emails, documents, spreadsheets, and other materials for accuracy, consistency, formatting, and completeness prior to distribution
• Maintain organized electronic files, shared folders, documentation, and team resources
• Track assignments, deadlines, deliverables, and outstanding items and proactively follow up with appropriate stakeholders
• Assist with recurring reports, communications, and special projects
• Handle information with appropriate discretion and professionalism
• Identify opportunities to improve administrative processes, organization, communication, and workflow efficiency
• Perform additional administrative and operational duties as assigned

Qualifications

Education & Experience

Bachelor's degree preferred, or equivalent relevant experience

Prior administrative, operations, or client service experience required

Financial Services/Planning industry experience preferred, specifically in an operations support function

Core Competencies

The ideal candidate will demonstrate:

• Organization: Maintains structure and accuracy while managing multiple assignments
• Attention to Detail: Consistently identifies errors, inconsistencies, and missing information before materials are distributed
• Technical Proficiency: Uses Excel and Microsoft Office tools confidently and efficiently
• Communication: Produces clear, professional written communications and interacts effectively with stakeholders
• Ownership: Takes responsibility for assignments and follows tasks through to completion
• Prioritization: Effectively balances competing deadlines and changing priorities
• Collaboration: Works effectively across teams and with a variety of stakeholders
• Adaptability: Responds effectively to changing needs and learns new processes and technology quickly
• Discretion: Handles confidential and sensitive information appropriately

Interview: 1 virtual, final onsite (possibly both onsite)