Junior Office Administrator

H.T. Prof Executive Search; New York (NY); On-site; USD 135,000 - 165,000; Full time

Benefits offered by this job

Fully employer-paid benefits

Bonus opportunity

Job summary

H.T. Prof Executive Search is seeking a polished and experienced Junior Office Administrator to support the New York office. The role reports to the office manager and helps maintain an exceptional workplace while supporting senior leadership.

The position is based in Midtown Manhattan, with four days in office and occasional travel to Stamford, CT. Responsibilities include greeting clients, scheduling, filing, data entry, travel arrangements, and maintaining confidential records.

Qualifications

• 5+ years of administrative or office experience.
• Experience in financial services or corporate offices is preferred.
• Proficient with office management software and document systems.
• Knowledge of financial industry terminology and practices.

Responsibilities

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

Skills

Microsoft Office Suite

Excellent communication

Organizational skills

Attention to detail

Financial services experience

Job description

Our client is a highly regarded, $3B AUM investment firm deploying capital across the capital structure of real estate and asset-intensive businesses. The firm operates with a disciplined, institutional approach and maintains a lean, high-performing team.

They are seeking a polished and experienced Junior Office Administrator to assist with the day-to-day operations of their New York office. This individual will report to the office manager and assist in maintaining an exceptional workplace environment while providing seamless support to senior leadership. The position is based in Midtown Manhattan (4 days in-office), with occasional travel to the firm’s Stamford, CT office.

Key Responsibilities:

• Answer and direct incoming phone calls and greet clients and visitors professionally.
• Schedule meetings, maintain executive and team calendars, and coordinate conference room bookings.
• Prepare, organize, and file financial documents, reports, and correspondence.
• Perform data entry and maintain accurate electronic and paper records.
• Process incoming and outgoing mail, packages, and courier services.
• Order and maintain office supplies and coordinate with vendors.
• Assist with preparing presentations, reports, and meeting materials.
• Coordinate travel arrangements and expense reports for staff.
• Ensure office equipment is functioning properly and arrange maintenance if needed.
• Maintain confidentiality when handling sensitive financial and client information.
• General administrative support to executives, financial advisors, and office staff.

Required Qualifications:

• 5+ years of administrative or office experience in financial services or similar
• Past experience in financial services, banking, or corporate office environment.
• Familiarity with office management software and document management systems.
• Basic knowledge of financial industry terminology and business practices.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Strong written and verbal communication skills.
• Excellent organizational and time management abilities.
• High level of accuracy and attention to detail.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Professional demeanor and strong customer service skills.

Compensation and Benefits:

• Salary is between $135,000 - $165,000 plus bonus
• Fully employer-paid benefits (medical, dental, vision, 401(k))