Administrative Assistant - III (USD) at Mindlance in NYC, NY

Job description

• This temporary role provides critical operational and administrative support to the Financial Planning Operations team. This role is ideal for someone who is comfortable managing multiple priorities, working with data and spreadsheets, coordinating communications, and other business initiatives. The position ensures that communications are handled promptly and professionally while also maintaining accurate records through data entry and quality control. This role helps sustain smooth day-to-day operations during peak volume periods or while covering for staff absences.

Responsibilities

• Provide day-to-day administrative and operational support to the team, including scheduling, coordination, document preparation, data entry, recordkeeping, and follow-up.
• Create, maintain, update, and organize Microsoft Excel spreadsheets, trackers, reports, contact lists, and other business data.
• Use Excel functions and tools to organize, validate, analyze, and present information accurately and efficiently.
• Prepare and format professional documents, presentations, reports, and communications using Microsoft Word, PowerPoint, Outlook, Teams, and other Microsoft Office/Microsoft 365 applications.
• Support the planning, preparation, execution, and tracking of field facing communications, including maintaining distribution lists, reviewing content and formatting, coordinating approvals, scheduling communications, and monitoring campaign completion.
• Manage and maintain email distribution lists and contact data, ensuring information is accurate, current, and appropriately organized.
• Proofread and quality-check emails, documents, spreadsheets, and other materials for accuracy, consistency, formatting, and completeness prior to distribution.
• Maintain organized electronic files, shared folders, documentation, and team resources.
• Track assignments, deadlines, deliverables, and outstanding items and proactively follow up with appropriate stakeholders.
• Assist with recurring reports, communications, and special projects. Handle information with appropriate discretion and professionalism.
• Identify opportunities to improve administrative processes, organization, communication, and workflow efficiency.
• Perform additional administrative and operational duties as assigned.

Requirements

• Qualifications
• Bachelor’s degree preferred, or equivalent relevant experience.
• Prior administrative, operations, or client service experience required.
• Financial Services/Planning industry experience preferred. Specifically in a operations support function
• Organization: Maintains structure and accuracy while managing multiple assignments.
• Attention to Detail: Consistently identifies errors, inconsistencies, and missing information before materials are distributed.
• Technical Proficiency: Uses Excel and Microsoft Office tools confidently and efficiently.
• Communication: Produces clear, professional written communications and interacts effectively with stakeholders.
• Ownership: Takes responsibility for assignments and follows tasks through to completion.
• Prioritization: Effectively balances competing deadlines and changing priorities.
• Collaboration: Works effectively across teams and with a variety of stakeholders.
• Adaptability: Responds effectively to changing needs and learns new processes and technology quickly.
• Discretion: Handles confidential and sensitive information appropriately.

Skills

Required

• Microsoft Excel
• Microsoft Word
• Microsoft PowerPoint
• Microsoft Outlook
• Microsoft Teams
• Data entry
• Recordkeeping
• Proofreading
• Quality checking
• Organization
• Attention to detail
• Technical proficiency

Benefits

• Health insurance
• 401(k)
• Dental Insurance
• Vision Insurance
• Referral Program
• Travel Allowances