Administrative Assistant III

About the role

Our client is a top financial institution with significant North American holdings, operating across institutional & corporate, wealth management, private clients, commercial banking, treasury, and retail banking. Prime Hires is seeking an Administrative Assistant III for a 12‑month contract in a hybrid role based in New York, NY.

Responsibilities

• Coordinate domestic and international travel, hotels, car rentals, car services with travel agency as requested.
• Prepare Travel and Entertainment expense reports for reimbursement using the Coupa expenses system and reconcile monthly TD Visa Statements for analysts and associates.
• Screen phone calls from clients, visitors, greet clients when required, handle all incoming correspondence.
• Assist with scheduling and coordinating meetings and events with other departments (e.g., Sales, Corporate Access).
• Assist in maintaining client database, log phone calls, and emails in CRM as needed.
• Maintain research data spreadsheets as specified by senior analysts.
• Heavy calendar management.
• Coordinate international and domestic travel and marketing schedules/itineraries.
• Process expense honoraria.
• Process expense reports.
• Maintain databases.
• Schedule meetings.
• Send models to clients upon request.
• Assist with inputting IT requests for new hires joining the team.
• Manage the production of marketing material.
• Enter guests into buildings' security system.

Requirements

• BA degree required.
• 5 years of research assistant experience required.
• Experience booking travel.
• Administrative experience.
• MS Office Suite proficiency.
• Heavy expenses / T&E preparation experience.
• Experience in a fast‑paced environment.
• Excellent attention to detail.
• Investment banking experience.
• Front‑office, client‑facing experience.

Pay

$37.79 per hour

Schedule

Monday – Friday, 8:30 AM to 5:00 PM (Hybrid)