Administrative Assistant/Office Manager (Fintech)
New York, NY
We are a strategy-first software investment banking company, specializing in advisory services in Mergers & Acquisitions and Capital Raise. Established in 2004, the bank has grown significantly over the years thanks to a growing team of highly ambitious professionals across all levels who are passionate about what they do. Our plan is to further expand the team in order to accelerate growth, and most importantly, to sustain it. We are looking for a motivated and ambitious administrative assistant to join our team and support the management as they continue to scale the business upwards. The ideal candidate is a professional who thrives under autonomy, is able to operate with and without detailed direction, and is always on the lookout to improve existing processes and operational efficiency in relevant areas.
GENERAL DUTIES: Administrative and office support activities for multiple team members in the NYC office including Receptionist tasks such as fielding telephone calls, receiving and directing visitors; Order office supplies and research new suppliers and vendor options; Maintain contact lists; First responder to office related issues such as power or IT related outages; Duties to CEO: exercise complete discretion with regard to internal planning; write and distribute email, correspondence memos, letters, faxes, and forms; plan annual compliance meeting, firm-wide retreat, quarterly partner meetings, weekly update calls and other internal requirements; take detailed minutes; assist in the preparation of regularly scheduled reports including Xerox and distribution assistance; develop and maintain a filing system; book travel arrangements; liaise with executive and senior administrative assistants to handle requests and queries from senior managers; Duties to CCO: assist CCO in certain routine compliance check tasks as well as assistance in filing, document management, and coordination; Duties to CFO/Accounting Duties: point person to receive all accounts payable invoices (maintain and control open invoices, send regular AP reports to CFO and ensure payments are issued and mailed; store all receipts in appropriate buckets, aggregate and issue a summary report of all paid invoiced by month end
Proven experience (2+ years) as an administrative assistant or office administrator; Bachelor’s degree preferred; Proficiency in MS Office (MS Excel and MS PowerPoint, in particular); Basic understanding of, or willingness to learn, financial accounting; Excellent time management skills and the ability to prioritize work; Attention to detail and problem-solving skills; Excellent written and verbal communication skills; Strong organizational skills with the ability to multi-task; Ability to take value-add initiatives in improving administrative processes to sustain the company’s growth; Team player, willingness to work w multiple project leaders
Hours/Benefits: 9am-6pm, Exempt, fully paid Healthcare coverage after 90 days (dental, vision and 401K plans coming soon), PTO: 17 days year 1, 19 days year 2 and 21 days year 3