Administrative Assistant

Location: PSE Tower, 5th Ave cor. 28th St. BGC

Job description:

Position: Admin Assistant

The Administrative Assistant will provide comprehensive support to the management team by handling administrative, financial, and client-related tasks. This role requires organizational skills, attention to detail, and the ability to multitask in a fast-paced environment. The ideal candidate is proactive, resourceful, and committed to ensuring smooth day-to-day operations.

Key Responsibilities:

Financial Support

• Prepare and assist in the creation of financial statements for clients.
• Maintain accurate and organized financial records.
• Support finance and operations teams with documentation and expense tracking

Administrative Tasks

• Proficiently use Microsoft Word and Excel for reports, documentation, and tracking.
• Schedule meetings with clients and internal teams.
• Book and prepare conference rooms for meetings and events.

Collections & Client Coordination

• Perform collections and follow-ups on client accounts.
• Maintain positive client relationships and ensure timely communication.

Logistics & Travel

• Willingness to travel for company-related activities, and administrative support.

Inventory Monitoring

• Monitor and record office and project-related supplies and equipment.
• Handling emails and other forms of communication w/ clients
• Responding to emails, drafting correspondence, and managing other forms of communication (e.g., faxes, letters).

Maintaining filing systems

• Organizing and maintaining both physical and digital company and client files and records.
• Managing databases and spreadsheets
• Entering and updating data, creating reports, and maintaining databases

Qualifications & Skills:

• Graduate of any Business Administration, Finance, or related field (preferred but not required).
• With years of experience is an advantage
• Strong knowledge of creating financial statements.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent communication and interpersonal skills.
• Highly organized, detail-oriented, and resourceful.
• Ability to multitask and manage time effectively.
• Strong problem-solving skills and adaptability.
• Ability to work independently with minimal supervision.
• Willingness to travel when necessary.
• Proactive and Reliable – anticipates needs and takes initiative.
• Trustworthy and Confidential – handles sensitive information with discretion.
• Professional and Courteous – represents the company positively to clients and colleagues.
• Flexible and Adaptable – thrives in changing environments and priorities.
• Team Player – works collaboratively with colleagues across all levels.
• Strong Work Ethic – dedicated, dependable, and committed to results.