Junior Office Administrator

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

Benefits offered by this job

Competitive salary

Employer-paid benefits

Vacation and holidays

Job summary

Zaddy Solutions seeks a polished Junior Office Administrator for its New York office in Midtown Manhattan. The role is based in-office (4 days) with occasional travel to Stamford, CT, reporting to the office manager and supporting senior leadership in a fast-paced financial environment.

Responsibilities include answering calls, scheduling, document handling, data entry, travel planning, and coordinating with vendors to ensure a seamless office operation for executives and advisors.

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.

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.

Skills

Administrative experience

Financial services knowledge

Communication skills

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