Administrative Assistant

Our Client, a Global Insurance Company, is seeking an Administrative Assistant in their New York, NY location.

Key Responsibilities

• Manage and prioritize complex calendars for multiple Vice Presidents
• Coordinate all aspects of domestic and international travel arrangements
• Reconcile and submit travel and business expenses in a timely manner
• Schedule and coordinate meetings, including logistics, room bookings, and materials preparation
• Organize conference calls and video meetings via Teams or similar platforms
• Coordinate team events, town halls, and larger-scale meetings in partnership with internal teams
• Order catering and manage event logistics as needed
• Maintain accurate records and ensure proper file management and documentation
• Route inquiries and follow up with appropriate stakeholders to ensure timely resolution

Required Skills & Qualifications

• Previous experience within financial services required
• Bachelor’s degree preferred or equivalent professional experience
• Strong sense of urgency with the ability to manage competing priorities
• Excellent organizational and recordkeeping skills
• High level of discretion when handling confidential information
• Strong written and verbal communication skills
• Collaborative, team-oriented mindset

Technical Skills

• Proficiency in Microsoft Office Suite (Teams, Outlook, Word, Excel, PowerPoint; Access a plus)
• Experience managing calendars, travel coordination, and expense processing
• Ability to coordinate meetings and events end-to-end