RB
Administrative Assistant
Revive Business Solutions
- 🇺🇸 United States
- On-site
- Manager or above
- 9 hours ago
- Excel
- PowerPoint
- Microsoft Outlook
- Microsoft Word
- SAP
- Concur
- Identity Management
- Tableau
- Webex
9 hours ago
Location: New York City, NY
Duration: 05+ Months
Job Description:
We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to provide comprehensive administrative, operational, and executive support within a fast-paced financial services environment.
The successful candidate will support senior executives and front-office teams with daily administrative activities, calendar and travel management, expense reporting, meeting coordination, event planning, and operational processes.
This position will also assist with employee lifecycle activities, including onboarding, internal transfers, offboarding, user access coordination, and continuous process improvement.
The ideal candidate will demonstrate exceptional organizational skills, strong communication abilities, sound judgment, and the flexibility to manage multiple priorities while maintaining professionalism and confidentiality.
Key Responsibilities
1. Executive and Administrative Support
Provide comprehensive administrative support to senior executives, management, and departmental teams.
Manage complex calendars, schedule appointments, and coordinate internal and external meetings.
Arrange domestic and international travel, including itineraries, accommodations, and transportation.
Prepare, review, and process high-volume expense reports and reimbursement claims.
Coordinate conference calls, video meetings, and virtual collaboration sessions.
Manage incoming and outgoing communications, including phone calls, emails, and correspondence.
Maintain departmental distribution lists, contact directories, records, and documentation.
Prepare meeting agendas, record detailed minutes, and track follow-up actions.
Ensure administrative coverage and continuity by collaborating with support teams across locations.
2. Office Operations and Coordination
Oversee daily office administration and support efficient departmental operations.
Coordinate conference room reservations, visitor arrangements, and workplace logistics.
Serve as a primary point of contact for visiting employees, executives, and external stakeholders.
Coordinate with facilities, IT, procurement, and other internal departments to resolve operational requirements.
Process invoices, purchase requests, and administrative expenditures.
Support cost-control initiatives, expense monitoring, and budget tracking.
Maintain organized administrative records, policies, procedures, and operational documentation.
Assist with business continuity planning and workplace preparedness activities.
3. Employee Onboarding and Lifecycle Support
Coordinate administrative activities associated with new employee onboarding, internal transfers, and separations.
Facilitate employee access requests and coordinate with IT and security teams for system provisioning and deactivation.
Track onboarding and offboarding activities to ensure timely completion.
Maintain employee-related administrative records and process documentation.
Identify opportunities to streamline employee support workflows and improve operational efficiency.
4. Meeting, Event, and Travel Coordination
Plan and coordinate internal and external meetings, workshops, training sessions, and corporate events.
Manage event logistics, including venue arrangements, scheduling, catering, transportation, and participant communications.
Support business meetings, stakeholder presentations, and executive visits.
Coordinate travel arrangements and manage associated expenses.
Ensure events and meetings are executed professionally and within established budgets.
5. Reporting, Documentation, and Project Support
Prepare and maintain operational reports, spreadsheets, presentations, and management documentation.
Develop and update Excel-based reports, trackers, and administrative dashboards.
Create and edit professional PowerPoint presentations for executive and business meetings.
Support project planning, milestone tracking, and deliverable management.
Assist management with departmental initiatives, operational improvements, and special projects.
Develop, document, and maintain administrative procedures and internal controls.
Track action items, deadlines, and project progress to ensure timely completion.
6. Compliance and Process Improvement
Support adherence to organizational policies, regulatory requirements, and internal controls.
Assist with the administration and documentation of travel, expense, gifts, and entertainment policies.
Maintain accurate records to support internal reporting, audits, and compliance reviews.
Identify process inefficiencies and recommend improvements to administrative workflows.
Handle confidential and sensitive business information with discretion and professionalism.
Required Qualifications
Education and Experience
Bachelor's degree in Business Administration, Finance, Management, or a related field preferred.
3–5 years of professional administrative or executive support experience, preferably within banking, financial services, or a corporate environment.
Demonstrated experience supporting senior executives and multiple stakeholders.
Strong understanding of office administration, business operations, and administrative procedures.
Experience coordinating projects, managing deadlines, and tracking deliverables.
Technical Skills
Advanced proficiency in Microsoft Outlook and Excel.
Strong working knowledge of Microsoft Word and PowerPoint.
Experience preparing management reports, spreadsheets, and executive presentations.
Familiarity with travel and expense management systems such as SAP Concur or equivalent platforms.
Experience with procurement, invoice processing, and purchasing systems.
Exposure to IT service request, identity management, and employee access management tools.
Familiarity with reporting and visualization tools such as Tableau is an advantage.
Proficiency with virtual meeting platforms such as Webex, Microsoft Teams, or Zoom.
Administrative and Operational Skills
Executive calendar and complex meeting management.
Domestic and international travel coordination.
High-volume expense and invoice processing.
Corporate event planning and visitor coordination.
Employee onboarding and offboarding administration.
Project coordination and task prioritization.
Report preparation, recordkeeping, and documentation.
Office management and cross-functional coordination.
Key Competencies
Organization and Time Management
Ability to manage multiple priorities, meet tight deadlines, and maintain accuracy in a demanding environment.
Strong attention to detail and ability to anticipate administrative needs.
Communication and Interpersonal Skills
Excellent written and verbal communication skills.
Ability to interact professionally with executives, employees, vendors, and external stakeholders.
Strong listening skills, discretion, and sound judgment when handling sensitive matters.
Problem-Solving and Initiative
Proactive, resourceful, and solutions-oriented approach.
Ability to identify issues, recommend improvements, and work independently.
Willingness to take ownership of responsibilities and follow through on commitments.
Collaboration and Adaptability
Strong team player with the ability to work effectively across departments and locations.
Flexibility to provide backup support and adapt to changing business priorities.
Ability to build positive working relationships with stakeholders at all organizational levels.
Professionalism and Compliance
Demonstrated commitment to confidentiality, integrity, and ethical conduct.
Understanding of corporate policies, compliance requirements, and internal controls.
Consistent focus on delivering accurate, timely, and high-quality administrative support.
Preferred Qualifications
Previous administrative experience in banking, investment banking, capital markets, or financial services.
Experience supporting multiple senior-level executives in a fast-paced environment.
Familiarity with employee access management, procurement workflows, and corporate expense systems.
Experience developing administrative procedures, process documentation, and operational controls.
Exposure to business continuity planning, regulatory reporting support, or compliance-related administration.
Success Factors
Performance in this role will be evaluated based on:
Results and Impact: Ability to deliver accurate, timely, and effective administrative support.
Leadership and Collaboration: Initiative, teamwork, accountability, and cross-functional coordination.
Stakeholder Focus: Responsiveness, professionalism, and commitment to service excellence.
Compliance and Conduct: Adherence to policies, confidentiality standards, and ethical business practices.
Administrative Assistant · Revive Business Solutions