Junior Office Administrator

Top Echelon Software, LLC; New York (NY); Hybrid; USD 135,000 - 165,000; Full time

Benefits offered by this job

Employer-paid benefits

PTO & holidays

Job summary

Top Echelon Software, LLC seeks a Junior Office Administrator in New York City to support day-to-day operations in the Midtown Manhattan office. The role reports to the office manager and includes assistance to senior leadership, with 4 days in-office and occasional travel to Stamford, CT.

Responsibilities span phones, scheduling, document handling, travel arrangements, and vendor coordination, requiring a college degree, and 5+ years in financial services admin.

Qualifications

• College degree required.
• 5+ years of administrative or office experience in financial services or similar.
• Experience in financial services, banking, or corporate office environments.
• Proficient with Microsoft Office and document management systems.
• Strong communication and organizational skills.
• High attention to detail and accuracy.

Responsibilities

• Answer and direct incoming calls and greet visitors.
• Manage schedules, calendars, and conference room bookings.
• Prepare and file financial documents and reports.
• Data entry and records management.
• Handle mail, packages, and courier services.
• Order office supplies and coordinate with vendors.
• Prepare presentations and meeting materials.
• Arrange travel and expense reports.
• Ensure office equipment functions and arrange maintenance.
• Maintain confidentiality of sensitive information.
• Provide general administrative support to executives and staff.

Skills

Microsoft Office Suite

Communication

Organization

Time management

Customer service

Report preparation

Education

College degree

Tools

Document management systems

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:

• College degree.
• 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))
• 20 days PTO + 10 paid holidays