Admin Assistant

Swoon is partnering with a leading global financial institution to hire an Admin Assistant for an initial 6-month contract based in New York, NY, with strong potential for extension based on performance. This hybrid opportunity (4 days in-office, 1 day remote) supports the team by providing critical administrative, organizational, and operational support to ensure smooth and efficient business operations.

Ideal for professionals with 3–5 years of administrative experience, this role focuses on managing calendars, coordinating meetings and events, processing invoices and expense reports, arranging travel, and liaising with internal teams and external vendors. The Admin Assistant will play a key role in keeping the office running seamlessly, enabling the broader team to focus on strategic priorities. This position offers the opportunity to contribute to a fast-paced, high-energy environment within a top-tier financial organization.

Below is the job description:

Initial 6-month Admin Assistant opportunity in New York, NY

Location: 151 W 42nd St. NY, New York, [4 days in office, 1 day work from home]

Duration: Initial 6-month contract with high potential to extend/convert based on performance

Pay Rate: $26-28/hr W2

Working hours: Can vary, ex: 8:30 am – 5:00 pm; 9:00 am – 6:00 pm

Job #: Heads-up, exclusive to Swoon

Seeking:

• Seeking an Admin Assistant with ideally around 3-5 years of experience

Soft Skills:

• Needs to work in fast paced environment
• Super organized
• Good at time management
• Fast learner

Responsibilities:

• Manages and monitors calendars and upcoming events.
• Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation.
• Supports the coordination and implementation of department events.
• Dispatches outgoing communications.
• Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements
• Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget.
• Makes travel arrangements, booking flight/hotel reservations as needed.
• Liaises with internal business units and external vendors and participates in the local coordination and implementation of premises and building related matters including incoming / outgoing staff and contractors, relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations.