Administrative Assistant Job at Solomon Page in New York

Direct message the job poster from Solomon Page

We are seeking an organized, proactive, and detail‑oriented Administrative Assistant to provide high‑level administrative support to department leadership within a fast‑paced and dynamic business environment. The ideal candidate is resourceful, confident, and thrives under pressure while maintaining professionalism and a positive attitude. This role offers an excellent opportunity for a driven individual eager to contribute to a collaborative and global organization.

Responsibilities

Travel Coordination

• Arrange all aspects of domestic and international travel, including flights, hotels, ground transportation, and conference bookings.
• Prepare detailed travel itineraries, ensuring all required documentation and visas are secured.
• Coordinate logistics with other offices and update calendars, visitor logs, and travel logs accordingly.

Meetings & Client Engagement

• Schedule and coordinate meetings, conference calls, and client lunches/dinners.
• Manage catering and venue arrangements, prepare meeting materials, and maintain accurate records of attendees.
• Handle transportation arrangements (car service, taxis) for staff and clients as needed.

Expense Management

• Prepare and process expense reports in Concur and Dynamics 365 in a timely manner.
• Reconcile receipts, document business purposes, and follow up for approvals.

CRM & Contact Management

• Track client meetings and events within the CRM system.
• Maintain and update contact records, ensuring accurate and current client information.
• Develop familiarity with clients, brokers, and key partners.

Office & Administrative Support

• Provide comprehensive administrative support for internal and external meetings.
• Coordinate visitor arrangements, including desk assignments and meeting logistics.
• Assist with mail distribution, FedEx shipments, and telephone coverage.
• Support ad hoc projects and provide backup coverage for team members during absences.
• Handle confidential information with discretion and professionalism.

Required Qualifications

• 2+ years of experience in an administrative support role; experience within financial services or a corporate environment strongly preferred.
• Bachelor’s degree preferred or equivalent experience.
• Exceptional organizational and multitasking abilities with strong attention to detail.
• Excellent communication and interpersonal skills, with the ability to interact professionally at all levels.
• Proficiency in Microsoft Office 365, SharePoint, and collaboration tools.
• Experience managing travel logistics, expenses, and client communications.
• Ability to adapt quickly, work independently, and manage multiple priorities in a fast‑paced setting.

Ideal Candidate Attributes

• Professional, composed, and collaborative team player.
• Demonstrates initiative, reliability, and a strong sense of accountability.
• Exercises sound judgment and maintains confidentiality at all times.
• Culturally aware, ethical, and respectful in all interactions.

Compensation

• Hourly Rate: $36/hour
• Location: Midtown Manhattan (in‑office role)
• Monday‑Friday 9:00 AM‑5:00 PM
• Type: Temporary position with the potential to become permanent based on performance and business needs.

The Solomon Page Distinction: Solomon Page offers a comprehensive benefit program for hourly employees, including medical, dental, 401(k), direct deposit and commuter benefits to our employees, including freelancers.

About Solomon Page

Founded in 1990, Solomon Page is a specialty niche provider of staffing and executive search solutions across a wide array of functions and industries. For more information and additional opportunities, visit: solomonpage.com and connect with us on Facebook and LinkedIn.