Executive Office Administrator – Finance Firm (NYC, Hybrid)

Aspire Talent Solutions; New York (NY); On-site; USD 135,000 - 165,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401(k)

PTO & Holidays

Job summary

Aspire Talent Solutions represents a premier investment firm seeking a Junior Office Administrator for our New York office. You will support day-to-day operations, assist executives, and help maintain an exceptional workplace environment in Midtown Manhattan, with occasional travel to Stamford, CT.

You will coordinate calendars, handle correspondence, manage records, prepare presentations, and ensure smooth office functions.

Qualifications

• College degree and 5+ years in administrative roles in financial services or similar.
• Experience in financial services or corporate office environments.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong written and verbal communication skills.
• Excellent organization and time management; detail oriented.
• Ability to prioritize tasks in a fast-paced setting.

Responsibilities

• Answer and direct incoming phone calls; greet clients and visitors professionally.
• Schedule meetings, maintain calendars, and coordinate conference room bookings.
• Prepare, organize, and file financial documents and correspondence.
• Perform data entry and maintain records (electronic and paper).
• Process mail, packages, and courier services.
• Order and maintain office supplies; coordinate with vendors.
• Assist with presentations, reports, and meeting materials.
• Coordinate travel arrangements and expense reports for staff.
• Ensure office equipment functions properly and arrange maintenance.
• Maintain confidentiality with sensitive financial and client information.
• Provide general administrative support to executives and staff.

Skills

Office administration

Communication

Time management

Customer service

Education

College degree

Tools

Microsoft Office Suite

Job description

Aspire Talent Solutions represents a premier investment firm seeking a Junior Office Administrator for our New York office. You will support day-to-day operations, assist executives, and help maintain an exceptional workplace environment in Midtown Manhattan, with occasional travel to Stamford, CT.

You will coordinate calendars, handle correspondence, manage records, prepare presentations, and ensure smooth office functions.