Financial Administrative Assistant

ECLARO; New York (NY); Hybrid; USD 34,000 - 44,000; Full time

Job summary

ECLARO is seeking a temporary administrative operations assistant to support the Financial Planning Operations team. The role combines data entry, document preparation, scheduling, and quality control in a hybrid setup with three in-office days per week.

You will create and maintain Excel trackers, prepare presentations, manage distribution lists, coordinate communications, and ensure records are accurate while helping the team handle peak volumes and staff coverage.

Qualifications

• Prior administrative, operations, or client service experience required.
• Financial Services/Planning industry experience preferred, specifically in an operations support function.
• Proficient with Excel and Microsoft Office tools.

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 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 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.

Skills

Organizational skills

Attention to detail

Communication skills

Time management

Collaboration

Tools

Excel

Microsoft Word

PowerPoint

Outlook

Teams

Microsoft 365

Job description

Home Office – Hybrid – 3 Days/Week in office

Contract: 6 months

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

• Prior administrative, operations, or client service experience required.
• Financial Services/Planning industry experience preferred. Specifically in a 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.