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About the Role
SmartAsset is seeking a detail-oriented and organized Administrative Assistant to provide essential support to executives and teams, ensuring smooth office operations in a fast-paced environment. This role is crucial for supporting the company's success and empowering individuals toward financial well-being.
Responsibilities
- Manage complex calendars and schedule meetings for multiple executives, including coordinating room bookings and ensuring seamless logistics.
- Arrange domestic and international travel, including flights, hotels, and ground transportation; process and track expense reports with accuracy.
- Screen, prioritize, and respond to incoming calls and emails; draft, proofread, and format correspondence such as memos, reports, and presentations.
- Organize and maintain confidential files, records, and databases both physically and digitally, ensuring information security and easy retrieval.
- Serve as a point of contact between executives, staff, and external stakeholders; assist with project planning and coordination.
- Support the preparation of reports, track expenditures, and assist with budget monitoring and reconciliation.
- Participate in planning and executing office activities and events that foster a positive and inclusive work environment.
- Leverage technology and AI tools to streamline administrative processes, increase efficiency, and improve accuracy in daily tasks.
Requirements
- Exceptional organizational and time-management skills with the ability to prioritize multiple tasks effectively.
- Strong attention to detail and commitment to accuracy in all work.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other administrative software.
- Excellent interpersonal and communication skills, both written and verbal.
- Ability to multitask and work efficiently in a fast-paced, dynamic environment.
- Discretion and demonstrated ability to handle confidential information with professionalism.
- Proven experience in an administrative environment.
- Customer service orientation and a collaborative approach to supporting diverse teams.
- Problem-solving abilities and resilience when managing competing priorities.
- Familiarity with leveraging AI tools and modern technology to enhance productivity.
- Advanced proficiency with Microsoft Excel and data management.
- Experience with expense management, travel coordination, or basic bookkeeping.
- Demonstrated understanding of continuous improvement principles and process optimization.
- Experience supporting executive-level staff or multiple stakeholders.
- Knowledge of project management tools and methodologies.
- Bilingual capabilities (particularly Spanish or Mandarin in a New York context).
Skills
- Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Administrative software
- AI tools
- Data management
- Expense management
- Travel coordination
- Basic bookkeeping
- Project management tools
- Project management methodologies
Location
- New York
Work Type
- Full-time
Experience Level
- Proven experience in an administrative environment
- Experience supporting executive-level staff or multiple stakeholders
Education Level
- Bachelor's degree in business administration, office management, or a related field
Salary/Compensations
- USD 29 - USD 38 - hourly
Benefits
- $200 sign-on bonus included.
About the Company
- SmartAsset offers a variety of tools and educational resources to empower you on your path toward financial well-being and goal achievement, including financial advisor matches, as well as calculators, tools and educational resources for everything from home buying to retirement.