A solidly established, Global Hedge Fund/FinTech Firm is looking for an experienced, proactive and detail-oriented individual to join its Administration Team as an Administrative Associate Food Services & Event Logistics for a Six (6) Month LTA-Long Term Assignment. The Administration Team plays a key part in delivering seamless execution of food services and event logistics. This position offers the opportunity to provide hands-on administrative support in a collaborative and engaging environment, with exposure to a variety of administrative and event-related responsibilities. A high performer in this role may have the opportunity to be considered for full-time employment at the firm.

They currently work in a hybrid model with Four (4) Days in the Office and One (1) Day Remote (actual day TBA). The office is in Mid-town near Bryant Park. Hours are 8:30am-5:30pm (flexibility for Paid OT as needed).

SKILLS AND QUALIFICATIONS

• Bachelor’s Degree is preferred.
• At least One to Three (1-3) years of Relevant Experience in Corporate Administrative Support including Events Management, Catering, or Hospitality required.
• Demonstrated ability to deliver excellent client service and a willingness to take on tasks of varying scope required.
• Excellent organizational skills, attention to detail, and the ability to execute tasks efficiently and reliably required.
• Ability to exercise discretion and handle confidential information with care required.

DUTIES AND RESPONSIBILITIES

• Support the planning and execution of onsite and occasional offsite events, including assembling and distributing events-related materials, preparing menus for approval, placing and tracking catering orders, and coordinating with vendors.
• Set up and break down conference rooms for events, communicating with staff about food service, and ensuring spaces are prepped and ready for subsequent meetings.
• Provide backup coverage at reception and assist with ad-hoc facilities tasks when needed.
• Maintain accurate records of orders and receipts, collaborate with the events manager, and occasionally travel offsite for events or venue visits.
• Provide occasional support for events outside standard hours, including nearby travel to other firm offices or events venues.

The post Administrative Associate Food Services & Event Logistics at a Global Fintech Firm first appeared on AscendHire.

Leading, renowned, non-profit is looking for an experienced executive administrative support professional to join its organization as an Executive Assistant providing administrative, project management, and operational support for a Team of Executives. In this role, you will interact with several counterparts, both internal and external, develop an understanding of the organization’s administrative and strategic needs, demonstrate a willingness to take initiative, be able to help manage the executives’ priorities, and apply a high-level of confidentiality in work. You will also work independently on special and ongoing projects as assigned.

Hybrid role with Three (3) Days per Week in the Office (Mon, Tue, & Thu) located on Park Avenue in the mid-50s, and Two (2) Days per Week Remote/Virtual.

SKILLS AND REQUIREMENTS

• Bachelor’s degree is required.
• Minimum of Ten (10) years of Experience providing Administrative and Operational Support to Senior-level Executives or Teams with demonstrated increases in responsibility over time.
• Proven ability to work effectively in a dynamic environment by balancing competing priorities and multi-tasking effectively.
• Strong verbal and written communication skills with professional presentation.
• Growth mindset and openness to learn and take on new responsibilities over time.
• Experience supporting the planning, organizing, and managing of work effort for projects.
• Proven ability to handle confidential information with integrity and discretion.
• Advanced knowledge of Microsoft Office products Word, Excel, PowerPoint, and Outlook.
• Experience using SAP Concur for expense management.
• Proven ability to work independently with minimal direction and supervision, with strong attention to detail and exceptional organizational and time management skills.
• Friendly and professional demeanor, positive attitude, and willingness to partner with other team members.
• Excellent time management, prioritization, and problem-solving skills.
• Must be well organized with outstanding attention to detail and follow-through.
• Excellent research and proofreading skills.
• Prior start-up experience helpful.
• Interest in learning about and supporting the mission of the organization is desirable.

RESPONSIBILITIES AND DUTIES (include but not limited to)

• Manage the administrative and operational functions for a team by undertaking a wide range of delegated tasks and assignments.
• Manage busy calendars and schedules, including meeting prioritization.
• Engage via email and phone with senior leaders from other companies to request and schedule meetings.
• Coordinate logistical arrangements for meetings including drafting agendas, distributing meeting materials as needed, ensuring meeting follows the agenda, taking notes on next steps during meetings and sharing with manager(s).
• Provide status updates on pending work and researches answers to questions before posing to manager.
• Plan and coordinate arrangements for major events including monitoring RSVPs, creating event schedule, arranging guest seating, preparing place cards, organizing room layouts, coordinating catering menu and setup, printing materials, managing IT requirements, and handling transportation, travel, accommodations, and any giveaways for the event.
• Coordinate travel arrangements and prepare expense reports, documentation, and filings.
• Support the processing and approval of invoices and subscriptions for respective teams.
• Coordinate in-person and virtual advisory board meetings by communicating with advisory board members, preparing meeting agendas, managing room/Zoom set-up, processing honoraria and travel expenses.
• Maintain organized physical and digital files, templates, trackers, records, and contacts.
• Manage vendor contracts/contracting process for relevant projects.
• Coordinate orientation activities for new hires with oversight by department leads.
• Manage and conduct ad hoc projects and research as needed.
• Collaborate with and develop strong relationships with administrative staff and employees across the organization.
• Assist with visitor registration and reception as needed.
• Serve as a back-up and provide assistance to other administrative team members as needed.

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They currently work in a hybrid model with Tuesdays, Wednesdays and Thursdays in the Office, with the option of working from home on Mondays and Fridays.

SKILLS AND REQUIREMENTS

• Bachelor’s Degree or Higher is required.
• At least Eight (8) years of Experience in Global Travel Management, ideally within large, complex organizations or similar firms.
• Deep knowledge of Domestic and International Travel Regulations, Industry Tools (e.g., Concur, Navan, Passkey, travel dashboards), and Best Practices in Travel Operations.
• Demonstrated expertise in Vendor Management, Contract Negotiation, and T&E Reporting and Processing.
• Exceptional organizational, analytical, and communication skills, with the ability to build solid relationships with internal teams and external partners.
• Proven ability to lead strategic initiatives, adapt to evolving business needs, and maintain a customer service approach in a fast-paced environment.

DUTIES AND RESPONSIBILITIES

• Lead the strategic direction and day-to-day management of the firm’s global travel program, including vendor selection, contract negotiation, and relationship management with travel providers, airlines, hotels, and ground transportation partners.
• Oversee the administration of corporate credit card programs, ensure compliance with travel policies, and drive the development and implementation of travel guidelines and best practices.
• Benchmark and research market trends to support a hybrid workplace, automate travel booking and approval processes, and identify opportunities for operational efficiencies.
• Collaborate with internal stakeholders and international counterparts to resolve travel-related issues and continuously improve the traveler experience.

The post Manager of Travel Programs at a Global Fintech Firm first appeared on AscendHire.

They currently work in a hybrid model with Four (4) Days in the Office and One (1) Day Remote (actual day TBA). The office is in Mid-town near Bryant Park. Hours are 8:30am-5:30pm (flexibility for Paid OT as needed).

SKILLS AND QUALIFICATIONS

• Bachelor’s Degree is preferred.
• At least One to Three (1-3) years of Relevant Experience in Corporate Administrative Support including Events Management, Catering, or Hospitality required.
• Demonstrated ability to deliver excellent client service and a willingness to take on tasks of varying scope required.
• Excellent organizational skills, attention to detail, and the ability to execute tasks efficiently and reliably required.
• Ability to exercise discretion and handle confidential information with care required.

DUTIES AND RESPONSIBILITIES

• Support the planning and execution of onsite and occasional offsite events, including assembling and distributing events-related materials, preparing menus for approval, placing and tracking catering orders, and coordinating with vendors.
• Set up and break down conference rooms for events, communicating with staff about food service, and ensuring spaces are prepped and ready for subsequent meetings.
• Provide backup coverage at reception and assist with ad-hoc facilities tasks when needed.
• Maintain accurate records of orders and receipts, collaborate with the events manager, and occasionally travel offsite for events or venue
• Provide occasional support for events outside standard hours, including nearby travel to other firm offices or events venues.

The post Administrative Associate at Gobal Fintech Firm first appeared on AscendHire.

Working in the firm’s mid-town offices located near Bryant Park, Mon-Fri, 9am-6pm (flexibility for OT).

REQUIREMENTS AND SKILLS

• Bachelor’s Degree or Higher required.
• Five Plus (5+) years of Executive and/or Administrative Assistant Experience required.
• Maintains a polished and professional demeanor when interacting with staff and clients.
• Maintain confidentiality and security of sensitive employee and company information.
• Reliable attendance.
• Ability to plan, organize, prioritize, multi-task and use time effectively.
• Exceptional communication skills, both verbal and written.
• Effectively able to work well with others at all levels of the company, both onsite and remote.
• Ability to quickly analyze and resolve problems and adhere to company mission, using initiative, industry experience, and good business judgment.
• Ability to read and interpret written information including business documents, contracts, forms, email correspondence and follow instructions.
• Ability to prepare reports, correspondence and memos.
• Works independently under general supervision.
• Provide prompt and courteous customer service.
• Working knowledge of PC-based Desktop Computers and Server-based Networks.
•  Proficiency in Microsoft Office (Word, Excel, Outlook and PowerPoint) required.
• Familiarity and/or working knowledge of Adobe is preferred.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Client Interface: Provide high-end, professional ‘front line’ interface for contacts and clients in person, via email, and over the phone.
• Calendar: Maintain and manage appointments by tracking availability while the CEO is present in the office and traveling. Coordinate availability to attend various firm, team and project meetings, performance reviews, interviews, etc.
• Meetings: Assist in coordinating and preparing for firm, project and client meetings which may require document scanning, photocopying, editing and revising documents and/or presentations often with tight deadlines. Coordinate meeting preparation by scheduling, arranging and delivering meals and beverages, preparing dial-in information for participants, and delivering relevant materials to the meeting.
• Travel & Expense Reports: Coordinate travel arrangements, including but not limited to air and land transportation, lodging, appointment of onsite contact person at destination, book dining reservations and create travel files to accurately account for all trip related itineraries and receipts. Coordinate with travel agency for best time and cost options, present to executives and finalize booking with agency. Process monthly expense reports and credit card reconciliations in a timely manner.
• Proposals: Receive information via print, email, or verbal and prepare, format and send proposals for projects.
• Continuing Education & Professional Licensing: Track, maintain and process multi-state continuing education records and keep professional licensing current. Use tracking system to manage when requirements will be due, review coursework options and register for courses. Prepare and provide documents needed before course as needed.
• Marketing: Interface with internal marketing team and external marketing consultants, assist with mailings to various marketing groups.
• Billing Letters and Project Management Plans: Prepare and send numerous billing letters for projects. Prompt monthly PMP requests and coordinate meetings with PMs to accomplish PMPs in a timely manner on a monthly basis.
• Medical Insurance: Assist with claim processing, tracking benefit account expenditures, maintaining active coverage records.
• Timesheets: Collect information and input weekly timesheets in Vision.
• Weekly PAB (Principals Advisory Board) Calls: Participate in PAB calls as needed, take meeting minutes when backup is required.
• Contact databases: Maintain and manage executives’ contact databases; support CEO by sending out individual emails as well as large group emails to external clubs and foundations.
• Deliveries: Prepare overnight deliveries, drop off at shipping vendor, or other designated locations when necessary.
• General: Provide general administrative support by coordinating workflow, information, project schedules, production, accounting, consultants, clients, and other entities involved in both corporate and project work.
• Support: Serve as a reliable administrative resource to both the firm and the broader team. Support others in the firm when the CEO is traveling.
• Other Duties: As needed and may be assigned, including but not limited to personal errands.

The post C-Level Executive Assistant at Top Architecture & Design Firm first appeared on AscendHire.

Hours:

Monday – Thursday 9-6

Friday hours:

9-1 in the winter, 9-3:30 in the summer.

F/T in office in midtown (Madison Avenue)

Starting salary varies by experience: $65K-$100K plus benefits.

Requirements:

• At least 2 years of EA experience supporting two or more executives (financial industry experienced preferred but not required).
• Microsoft Office Suite, Excel, strong attention to detail and multitasking skills.

Duties include but not limited to:

• Provided exceptional administrative support, troubleshooting issues and anticipating executive needs
• Coordinate executive calendars, scheduling meeting and appointments, ensuring seamless day-to-day operations
• Manage confidential information, preparing and distributing sensitive documents and correspondence
• Prepare and edit reports, presentations, and documents, maintaining accuracy and attention to detail
• Coordinated cross-functional team meetings, ensuring effective communication and project progression
• Provided exceptional administrative support, troubleshooting issues and anticipating executive needs

**Benefits Include Medical, 401K, generous PTO amount including 7 federal, all major Jewish holidays, early Fridays all year.

The post Executive Assistant first appeared on AscendHire.

They work in a hybrid model where you are in the office Tuesday through Thursday with the option of working from home on Monday and Friday.

SKILLS AND QUALIFICATIONS

• Bachelor’s Degree or Higher in any Academic Field is required.
• At least Twelve to Fifteen (12-15) years of Work Experience, along with a demonstrated talent in academic and/or professional endeavors required.
• We welcome applicants from a wide range of professional backgrounds; no prior finance experience is required but would be a decided plus.
• Experience in Client Services or Other Customer-focused Roles is a meaningful plus.
• Flexibility and diligence with well-developed organizational, analytical, time management, and multitasking skills.
• Excellent judgement, meticulous attention to detail, and keen written and verbal communication skills.
• The ability to manage confidential information with the utmost discretion is critical.

DUTIES AND RESPONSIBILITIES

• Manage a broad range of responsibilities supporting both strategic and administrative needs.
• Maintain complex and dynamic calendars, prioritize and triage incoming communications, requests, and deliverables, and serve as a liaison with internal teams and external stakeholders.
• Coordinate travel, meetings, and events with precision, providing high-quality administrative support ensuring seamless day-to-day operations.
• Gain opportunities to own ad hoc projects that require proactive problem-solving, along with select personal support to ensure alignment between professional and personal commitments.

The post Hybrid C-Level Executive Assistant at Global Fintech Firm first appeared on AscendHire.

Solidly established Boutique Hedge Fund is looking for an experienced Executive Assistant to support a very dynamic “C” Suite Executive. This individual must have unquestionable integrity and be an effective collaborator with the ability to exercise good judgment in complex situations. A successful candidate will be a self-starter who is able to balance execution speed and accuracy, work well under pressure and have the confidence to make informed decisions independently. Also, be an extension of this individual and the firm’s objective and brand.

Working out of Mid-town Manhattan Office on Madison Avenue in the mid-50’s; Five (5) Days per Week; and Hours are roughly 7:45am to EOD (flexibility needed for a rare earlier start time).

QUALIFICATIONS AND SKILLS

• Bachelor’s Degree required.
• Minimum of Five (5) years of Experience supporting Senior-level Executives within Finance and/or Financial Services (out of Hedge Fund a decided plus).
• Proficiency in Microsoft Office.
• Attention to detail and problem-solving skills, as well as excellent written and verbal communication skills, are essential.

RESPONSIBILITIES AND DUTIES

• Provide full-range Administrative Support.
• Manage busy calendar with a high degree of organization, attention to detail, and a sense of urgency.
• Manage business travel logistics including flights (both private and commercial), transportation, and accommodations in addition to researching and creating travel itineraries.
• Arrange all aspects of meetings including materials preparation and/or organization, conference room coordination, and technology needs.
• Track and manage expenses and submit monthly Concur reports.
• Responsive outside of working hours as needed.

The post Executive Assistant Who Is Ready For Next Step To Support C-Suite Executive At Boutique Hedge Fund Fantastic Boss, Will Learn And Grow first appeared on AscendHire.

A socially conscious company is seeking a Timekeeper  to provide employment services for low-income and underserved job seekers in NYC. The Timekeeper ensures that participants’ work hours are accurately collected, verified, and processed for payment while maintaining compliance with city and state program regulations. The ideal candidate has strong organizational skills, attention to detail, and experience managing data and documentation for workforce or grant-funded programs. This role is perfect for someone who enjoys administrative precision, problem-solving, and supporting programs that create equitable career opportunities for underserved communities.

Duties and Responsibilities

• Collect, verify, and record PACE participant timesheets and attendance logs from various program worksites.
• Enter and maintain accurate participant hour data in timekeeping and payroll systems.
• Communicate with program coordinators, host site supervisors, and finance staff to resolve discrepancies or missing time entries.
• Ensure timely submission of verified timesheets for participant payments according to program schedules.
• Track participant work hours to ensure compliance with funding guidelines, program caps, and eligibility requirements.
•  Maintain organized, confidential documentation for audit and reporting purposes.
• Prepare timesheet and attendance summaries for internal and external reporting.
• Support process improvements for timekeeping efficiency, accuracy, and digital record management.
• Provide clear communication and technical assistance to participants and worksites on timesheet submission procedures.
• Collaborate with finance and operations teams to ensure payroll accuracy and timely participant payments.

Desired Qualifications

• Minimum of a 4-year degree in Business Administration, Accounting, Public Administration, or a related field.
• One to three (1-3) years of experience in administrative, HR, payroll, or workforce development settings.
• Experience working with workforce programs preferred.
• High attention to detail with strong data-entry and recordkeeping skills.
• Excellent communication and problem-solving abilities.
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word) and familiarity with Google Workspace.
• Experience with payroll or time-tracking systems preferred.
• Ability to handle confidential information with integrity and professionalism.
• Commitment to the mission of workforce development and empowering underserved communities.

Benefits

•  Comprehensive Medical, Dental, and Vision Insurance
• Generous Paid Time Off Package
• 401K with Employer Matching After 1 Year
• Hybrid Work Schedule (Office & Remote Days)
• Supportive, mission-driven team and opportunities for professional growth
• A chance to make a tangible impact in helping New Yorkers gain meaningful work experience and achieve economic self-sufficiency

The post Timekeeper first appeared on AscendHire.

The Executive Assistant & Office Manager (EA / OM) role at represents a unique opportunity for a highly capable professional to assume a wide set of responsibilities and make a significant impact in a fast-paced, entrepreneurial environment. The right individual should be prepared to work within a small, collaborative team environment to manage discrete work streams. The EA / OM will support up to five Managing Directors as well as manage day-to-day office operations.

Responsibilities

• Support office management including ordering supplies, liaising with building management, greeting visitors, technology maintenance and troubleshooting and mail management
• Support Practice Line Leaders and Managing Directors with calendar management, travel planning, event coordination, CRM (Intapp) data entry, invoicing and expense reporting
• Support new hire onboarding, such as pre-start communication and relevant system set-ups, as well as employee offboarding
• Support business development, talent acquisition and firm development efforts as needed
• Contribute to creating a high-performing and inclusive culture
• Plan New York office and firm wide events
• Serve as the culture keeper for the office
• Share and manage best practices
• Additional duties as assigned

Qualifications

• Bachelor’s degree from a top undergraduate program
• Four plus years of experience as an Executive Assistant and / or Office Manager at an investment bank, private equity / law firm or top tier consultancy
• Excellent written and verbal communication skills including strong e-mail etiquette
• High degree of maturity with a proven ability to interact with senior executives, team members and external partners
• Experience with Concur and / or Intapp preferred
• Experience with office moves and / or build outs preferred
• Ability to successfully work in a small, collaborative team environment
• Effectively communicates analysis through Microsoft Word, Excel, Outlook and PowerPoint including high-quality messaging, structure and formatting
• Proven track-record of success in high pressure, time-constrained environments
• Top-tier organizational skills and attention to detail
• Self-starter and entrepreneurial spirit

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