Administrative Coordinator – Finance

Job Description:

Job Description

As an Administrative Coordinator, you will provide general administrative support for the New York office, working in partnership with Sales Management, Investment team members, and leadership, while contributing to the smooth day-to-day operations of the business.

Responsibilities

1. Perform general administrative duties such as calendar management, travel arrangements (including flight, hotel and ground transportation), preparing and printing meeting materials, ordering office supplies, and other office-related tasks
2. Coordinate the support required for client meetings: schedule/maintain meeting planners in MS Outlook, reserve conference rooms & audio-visual support, order catering, and register and greet visitors
3. Process travel & expense reports and reimbursements; obtain expense pre-approvals when necessary
4. Process registration for conferences/events as well as submission of pre-approvals and payment requests
5. Perform ad hoc projects as needed for the Toronto office

Job Requirements:

Competencies

1. Professionally represent senior leaders when managing internal and external inquiries
2. Strong communication skills: proactive, positive, and receptive to feedback; seek to understand the full picture and end goal behind each task
3. Strong time management skills; ability to prioritize multiple tasks efficiently
4. Proactivity regarding following up on details, anticipating issues, and closing loops on all requests
5. Flexible approach; ability to modify methods to achieve optimal results
6. Partner effectively with managers and peers to foster internal and external relationships while continuously improving team processes

Qualifications

1. College degree required
2. 5+ years of administrative assistant experience in the financial services industry preferred
3. Detail-oriented, proactive, and resourceful
4. Excellent organizational and communication skills
5. Proven ability to manage multiple priorities in a fast-paced environment while maintaining a strong commitment to teamwork and client service
6. Advanced knowledge of MS Office Suite, Salesforce and Concur