Junior Office Administrator

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

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