Administrative Assistant - Midlevel- NYC

Responsibilities

• Manage day-to-day calendars for Market Managers; proactively review schedules to anticipate conflicts, align with leader priorities, and serve as a professional point of contact for all communication.
• Capture, organize, and submit expenses accurately and on time in compliance with company policies.
• Plan and support meetings, visitor schedules, and team events; confirm objectives, materials, and logistics (room setup, technology, catering) while delivering a high-touch experience for guests.
• Prepare, proofread, and distribute reports, itineraries, and correspondence; maintain organized tracking files, trackers, and resources to improve overall workflow efficiency.
• Respond to internal and external requests with urgency and strong customer service; support special projects, process improvements, and evolving operational needs.

Requirements

• 3+ years of administrative experience in a large company corporate setting or fast-paced buying office, specifically supporting multi-leader groups (such as Market Managers).
• 3+ years of comprehensive experience managing complex, high-volume executive calendars, arranging end-to-end travel itineraries, and accurately processing monthly business expenses.
• Advanced proficiency in Microsoft Office, with a heavy emphasis on Excel competency and the ability to prepare, proofread, and distribute reports, trackers, and presentations with high speed and accuracy.
• Calendar Optimization Skills: Prior experience proactively reviewing schedules in advance to identify conflicts, prioritize meetings based on business needs, and communicate updates clearly and timely.
• Travel Coordination Mastery: Proven background coordinating detailed travel plans—including transportation, lodging, and itineraries—in partnership with corporate travel teams.
• Core Professional Attributes: Exceptional attention to detail, strong administrative follow-through, and the ability to handle sensitive or time-sensitive requests with discretion and professionalism.
• Preferred Systems experience with corporate travel portals, automated expense reporting systems (e.g., Oracle or similar), and internal document databases.
• Expertise in office and meeting management, including hands-on experience coordinating catering, room logistics, technology setups, and visitor experiences for team events and stakeholder touchpoints.
• Flexibility and adaptability, showing a proactive desire to act as a system proxy, provide backup support to other administrative team members, and adjust to evolving operational needs.
• "Team-player" mindset with a strong customer-service orientation, enabling seamless collaboration across cross-functional teams (Operations, IT, etc.) while avoiding distractions in a busy atmosphere.