Administrative Assistant Job at Career Group in Dallas

A leading global financial services firm is seeking a highly organized and adaptable Administrative Assistant to support its Dallas-based operations. This is a fast-paced, team-driven environment where attention to detail, discretion, and initiative are key to success. The ideal candidate brings experience supporting multiple leaders, thrives in high-volume situations, and is comfortable handling confidential matters.

*Fully On-site, 5 days/ week - Downtown Dallas, TX

*6-Month Initial Contract

Responsibilities:

• Provide comprehensive administrative support across various teams, with flexibility to shift priorities as needed
• Manage complex calendars, prioritize meeting requests, and coordinate scheduling across multiple time zones
• Handle a high volume of incoming calls; take accurate messages and communicate professionally with internal and external stakeholders
• Arrange domestic and international travel, including visa coordination when required, and manage timely expense reimbursements
• Organize internal and external meetings, both onsite and offsite, including room bookings, catering, materials preparation, and guest registration
• Complete a wide range of administrative tasks such as document handling, scanning, archiving, mailing, and other special projects as assigned
• Maintain a high level of confidentiality when dealing with sensitive information
• Stay aligned with team priorities and offer proactive administrative solutions
• Follow all compliance and approval procedures as required

Requirements:

• 3–5 years of experience in an administrative or executive assistant role, ideally within financial services, consulting, corporate, or public sector environments
• Demonstrated ability to handle sensitive information with professionalism and discretion
• Strong communication skills—both written and verbal—with a professional demeanor
• Excellent organizational and time management skills, with an ability to multitask in a high-demand setting
• Tech-savvy with strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Zoom
• Familiarity with travel booking and expense platforms (e.g., SAP Concur) is a plus
• Self-starter with the ability to anticipate needs, solve problems independently, and follow through without close supervision
• Team player who can contribute to a collaborative, high-performance culture