Administrative Assistant III

Spectraforce Technologies; New York (NY); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Spectraforce Technologies in New York is seeking an Administrative Assistant III to provide comprehensive administrative support. You will coordinate domestic and international travel, manage calendars, and assist with meetings and events for senior analysts and associates. The role requires experience in fast-paced environments, strong attention to detail, and a Bachelor’s degree. Familiarity with Coupa for expenses is a plus.

Qualifications

• Minimum 5 years of administrative experience in a fast-paced environment.
• Experience booking travel and managing expense reports.
• Investment banking or front-office client-facing background.
• Bachelor's degree required.
• Excellent attention to detail and strong organizational skills.

Responsibilities

• Coordinate domestic and international travel, hotels, car rentals, and related logistics.
• Prepare Travel and Entertainment expense reports and reconcile client statements in Coupa.
• Screen calls, greet clients, and handle incoming correspondence.
• Schedule and coordinate meetings across departments and assist with events.
• Maintain client databases and log communications in CRM.
• Support IT onboarding requests and production of marketing materials.

Skills

Organized

Excellent communication

Attention to detail

Client facing

Fast-paced environment

Education

Bachelor's degree

Tools

MS Office Suite

Job description

Job Title: Administrative Assistant III

Location: New York, NY 10017

Duration: 12-month assignment

Shift/Hours: 40hours/week, Mon- Friday, 8:30 am -5 pm

Work Model: Hybrid, Onsite 4 days per week mandatory/1 day remote

Summary:

• Provide comprehensive administrative support and contribute to research process and product.

Typical Day-to-Day Responsibilities:

• Coordinate domestic and international travel as well as hotels, car rentals, car services etc with travel agency as requested.
• Prepare Travel and Entertainment expense reports for reimbursement using the Coupa expenses system as well as reconciliation of monthly client Visa Statements for analysts, and associates.
• Screen phone calls from clients, visitors, and greet clients when required, handle all incoming correspondence.
• Assist with scheduling and coordinating meetings and events with other departments across the organization (e.g. Sales, Corporate Access).
• Assist in maintaining client database, log phone calls, and emails in CRM as needed.
• Maintain research data spreadsheets as specified by senior analysts.

Administrative responsibilities include:

• Heavy Calendar Management.
• Coordinate international and domestic travel and marketing schedules/itineraries.
• Process expense honoraria.
• Process expense reports.
• Maintain databases.
• Schedule meetings.
• Send models to clients upon request.
• Assist with inputting IT requests for new hires joining the team.
• Manage the production of marketing material.
• Enter guests into buildings' security system.

Must-Have Hard Skills:

• Experience booking travel.
• 5 years of Administrative experience.
• MS Office Suite.
• Heavy expenses / T&E prep experience.
• Experience in a fast-paced environment.
• Excellent attention to detail.
• Investment banking experience.
• Front office - Client facing experience.
• Ideal Candidate Background: worked in an investment bank, someone who has dealt with clients.
• Organized, great communication skills.
• Degree/Level of Education: Bachelors.

Nice-To-Have:

• Research assistant experience.