Our client is seeking a highly organized, proactive Administrative Assistant to support senior leadership with a global real estate firm. This is a blended executive support and finance operations role providing administrative support while also managing invoice processing, billing coordination, vendor payments, and departmental financial administration. The ideal candidate is detail-oriented, technically savvy, and comfortable balancing executive support responsibilities with operational and financial workflows. Hours are generally 8:00am–5:00pm or 9:00am–5:00/6:00pm, and the role is fully onsite five days per week.

Key Responsibilities:

• Manage executive calendars, scheduling, meeting coordination, and travel logistics
• Coordinate internal meetings, video conferences, offsites, and department events
• Process invoices, manage billing workflows, and support departmental budget administration
• Track vendor invoices, approvals, payments, and financial records
• Assist with expense reporting and financial reconciliations
• Support financial reporting, dashboards, and operational tracking
• Coordinate catering, conference rooms, and event logistics
• Liaise with Accounts Payable, procurement teams, vendors, and internal stakeholders
• Maintain office operations, supplies, and administrative processes
• Identify opportunities to improve workflows through automation and AI-enabled tools

Qualifications:

• Bachelor’s degree required
• 2–3+ years of Executive Assistant, Administrative Assistant, Operations Coordinator, or related experience
• Strong experience with invoicing, billing, expense management, or financial administration required
• Strong Microsoft Office proficiency, including Excel, Word, PowerPoint, and Outlook
• Excellent organizational abilities and attention to detail, strong written and verbal communication skills, and ability to manage multiple priorities simultaneously
• Interest in process improvement, automation, and AI tools

Compensation/Benefits:

• Up to $72,500 base salary + discretionary bonus
• Medical, dental and vision benefits + HSA and FSA options
• 401(k) with employer match
• Commuter benefits
• Mental health and wellness benefits, as well as wellness reimbursement opportunities through the Building Wellness Program
• Discounted gym memberships and fitness programs
• Bright Horizons family support and backup care benefits
• Summer Fridays