Senior Management Assistant/Office Manager

Swift Software; United States; On-site; USD 85,000 - 110,000; Full time

Job summary

Swift seeks an experienced Sr. Manager Assistant/Office Manager to provide comprehensive administrative support to site management and department leaders.

You will coordinate daily operations, meetings, travel, events and vendor engagement across time zones. Ideal candidates have 5+ years of progressive office administration experience, strong calendar management, travel coordination and proficiency with Workday, ServiceNow, and SAP Concur.

Qualifications

• 5+ years of progressive experience in office/administrative roles supporting senior leaders.
• Experience managing complex calendars across global time zones.
• Experience coordinating site operations, events, travel, vendors, budgets.
• Proficiency with enterprise systems like Workday, ServiceNow, SAP Concur.

Responsibilities

• Manage site admin tasks, organize meetings, and coordinate with groups for site operation.
• Review Visitor Access Forms in ServiceNow and approve visitor requests as delegate.
• Handle travel requests and expense reports for supported managers.
• Plan logistics for team meetings, off-sites, and customer visits.
• Prepare materials for reports and minutes; maintain calendars.
• Provide backup coverage for admin team and support process improvements.

Skills

Calendar management

Executive support

Travel coordination

Event planning

Vendor management

Tools

Workday

ServiceNow

SAP Concur

Job description

ABOUT US We’re the world’s leading provider of secure financial messaging services, headquartered in Belgium. We are the way the world moves value - across borders, through cities and overseas. No other organisation can address the scale, precision, pace and trust that this demands, and we’re proud to support the global economy. We’re unique too. We were established to find a better way for the global financial community to move value - a reliable, safe and secure approach that the community can trust, completely. We’re always striving to be better and are constantly evolving in an ever-changing landscape, without undermining that trust. Five decades on, our vibrant community reflects the complexity and diversity of the financial ecosystem. We innovate diligently, test exhaustively, then implement fast. In a connected and exciting era, our mission has never been more relevant. Swift now has a presence in 200+ countries and legal territories to serve a community of more than 12,000 banks and financial institutions.

Sr. Manager Assistant/Office Manager

In this role, you will provide comprehensive administrative support to site management and department leaders while helping ensure that daily operations, meetings, events, travel, and special initiatives are coordinated efficiently.

What to Expect:

• Manage site administrative responsibilities, organize and facilitate meetings, and coordinate with responsible groups to support the effective upkeep and operation of the site.
• Review Visitor Access Forms in ServiceNow and serve as the Site Manager’s delegate for visitor request approvals.
• Perform administrative or technical duties related to the activities of supported managers or departments.
• Plan and coordinate logistics for team meetings, off-sites, departmental gatherings, customer visits, and special occasions.
• Support on-site and off-site events by working with external vendors to select venues, catering, and entertainment, and coordinate with employees at other locations as needed.
• Arrange travel for supported managers, initiate travel requests, and process and submit expense reports.
• Collect and prepare materials for reports, meetings, and presentations; attend meetings and record minutes when required.
• Maintain Outlook calendars and update the U.S. On-Call calendar in ServiceNow.
• Participate in special projects and initiatives outside the normal administrative scope as needed.
• Provide backup coverage for other administrative team members upon request.
• Demonstrate awareness of relevant policies, processes, and procedures, and recommend improvements where appropriate.

What will make you successful:

• 5 or more years of progressive experience as an office manager, administrative assistant, executive assistant, or in a comparable role supporting senior leaders in a complex, fast-paced organization.
• Demonstrated experience managing complex calendars, recurring meetings, competing priorities, conference rooms, video-conferencing, and schedules across global time zones.
• Experience coordinating site operations, workplace logistics, corporate events, executive visits, town halls, trainings, vendors, catering, facilities, access, and budgets.
• Hands-on experience preparing agendas and meeting minutes, tracking action items, arranging domestic and international travel, and processing expense reports.
• Experience using enterprise systems such as Workday, ServiceNow, and SAP Concur, with a proven ability to handle confidential information, manage multiple deadlines, and communicate effectively with senior leaders and internal and external stakeholders.

What we offer

We give you the freedom to be yourself. We are creating an environment of unique individuals - like you - with different perspectives on the financial industry and the world.

A diverse and inclusive environment in which everyone’s voice counts and where you can reach your full potential.

We are committed to an inclusive and accessible recruitment process.

If you require a reasonable accommodation related to accessibility during your application or interview, please contact [e-mail] or indicate this in your application. Please note that this mailbox is not monitored for general recruitment enquiries and should only be used for accessibility or accommodation-related requests (for example related to vision, hearing or neurodiversity). All requests are confidential and will not affect your candidacy.

Swift doesn’t stand still. We are constantly evolving and tirelessly innovating. Working at the intersection of finance and technology is a very exciting place to be right now. Swift is transforming cross-border payments, making them faster and more transparent than ever before. We are the way the world moves value - every instant of every day, in almost every country. We are proud that what we do has a critical impact on the global financial community and touches almost every aspect of the financial world. So, what you do at Swift has real impact too - an impact that matters every day. Which is why you matter to us.

Joining Swift gives you unparalleled exposure to knowledge, expertise and technologies. If you have what it takes, you’ll be able to take on different career paths and have the opportunity to work in teams, departments and disciplines in countries around the world. Swift is unique. There is no other organization like ours in the world driving the long-term future of the financial ecosystem. You’ll be surrounded by bright, customer-focused and intellectually curious people in a collaborative, friendly, open and inclusive environment. At Swift we are trusted every instant. Everything we do has an impact that matters. And as a member of our team, you are trusted to make your impact every day.