Job Description

We are looking for a highly motivated Administrative Assistant to join our Equity Capital Markets team in New York. This is an energetic and performance-driven office; the Administrative Assistant will have an integral role contributing to effective business operations, employee engagement, and the work environment. This role will work closely with senior and junior employees on a variety of initiatives aimed at streamlining office procedures, enhancing company culture, and other support related tasks. 

Qualifications:

• A minimum of 2 years’ experience in an administrative role, supporting an office or team in a fast-paced professional environment required.
• Must be proactive and solution-oriented: be the first to notice problems ,and propose and execute solutions.
• Excellent organizational skills with the ability to work under pressure with diverse workloads and little to no direct supervision.
• Strong written and verbal communications skills, strong interpersonal skills.
• Ability to apply good judgment and appropriately handle sensitive or confidential information and situations.
• Strong working knowledge of MS Office, and the ability to work with or promptly learn to work with other applications.
• A team player, willing to assist in other areas when necessary.
• Ability to work overtime as needed.
• This role is 100% in-office. Candidates must have the ability to work on site full time, five days per week. 

Duties:

• Oversee all administrative functions for the office – reception, facilities, vendor management, shipping, etc.;
• Maintain a tidy and organized office space;
• Coordinate logistics for in-office meetings – setting up video conferencing or conference calls, ordering refreshments, printing materials, etc.;
• Manage supply inventory and ordering, including IT hardware;
• Take point coordinating with IT on equipment or connection issues, ensuring problems are resolved as efficiently as possible;
• Process invoices and submit to accounts payable;
• Process expense reports and submit for payment;
• Assist other administrative staff on projects as needed;
• Maintain department files and manage record retention process to ensure compliance with regulations;
• Propose and execute ideas for office engagement;
• Assist with event planning as needed;
• Establish and maintain working knowledge of company policies and procedures.