Administrative Assistant and Bookkeeper

Job Summary:

We are seeking a highly organized and proactive Administrative Assistant to support senior executives and internal staff within a banking environment. The ideal candidate will have strong organizational and project management skills, experience in policy development and compliance, and expertise in administrative and operational tasks, including expense management, event coordination, and stakeholder support. The role requires excellent communication skills and proficiency in key administrative tools and financial applications.

Key Responsibilities:

• Provide high-level administrative support to the Head of Platform Services and senior stakeholders.
• Develop, implement, and maintain policies, procedures, and internal controls, including T&E, Gifts, and Entertainment policies.
• Handle heavy invoice processing and oversee external client onboarding coordination.
• Manage executive calendars, schedule and coordinate Webex (video/audio) meetings, and provide operator assistance as required.
• Maintain and update email distribution lists and departmental reports in Outlook.
• Prepare and edit PowerPoint presentations and financial reports using Excel and other Microsoft Office Suite tools.
• Take meeting minutes for high-level financial meetings and distribute them accordingly.
• Oversee incoming and outgoing phone call management and visitor logistics.
• Utilize and manage banking administrative systems, including:
• ivalua – Supplies and IT Procurement.
• My IT / SailPoint – Request management for IT security activities.
• UPS – Express mail labeling and postage.
• Tableau – Report visualization and analysis.

Required Qualifications:

• Education: Bachelor’s degree or higher in Business Administration, Finance, or a related field.
• Experience: 3-5 years of experience as an Administrative Assistant in a financial institution, with demonstrated ability to support multiple levels of the organization.
• Technical Skills:
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Experience with financial and administrative platforms (Concur, Tableau, ivalua, SailPoint, etc.).
• Administrative Skills:
• Calendar & time management, meeting coordination, travel booking, event planning, and expense processing.
• Strong organizational abilities, multitasking, and attention to detail.
• Ability to manage heavy invoice processing and external client onboarding.
• Experience in preparing and editing high-quality presentations for executive meetings.

Preferred Qualifications:

• Prior experience supporting executives within Global Markets & Banking.
• Knowledge of financial regulatory policies and compliance frameworks.

Job Type: Contract

Pay: $22.56 - $23.93 per hour

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• Bachelor's (Required)

Experience:

• Calendar/Time Management: 2 years (Required)

Ability to Commute:

• Boston, MA 02109 (Required)

Work Location: In person

Salary : $23 - $24