Administrative Assistant, Risk & Compliance

Building A Brand Starts With Our Story

FIRST is a leading global brand experience agency serving clients in various industries, including financial services, technology, new & traditional media, aerospace, healthcare, and professional services. FIRST has received numerous accolades, including being named one of the Top 150 Event Organizers & Agencies in the USA by Eventex, being listed among the "200 Top Marketing Agencies" in 2023, 2022 & 2021 by Chief Marketer, being recognized as one of the "50 Top Event Companies" by Special Events, being included in the Top 100 "Best Places to Work in NYC" by Crain's New York Business, and being listed as one of the "1000 Companies to Inspire Britain" by The London Stock Exchange Group. 

FIRST also understands that businesses worldwide, including us, need to adopt more sustainable and socially responsible practices. Our vision of sustainability at FIRST is about fostering a People centric, Purpose driven & Planet conscious culture.

Learn more at www.firstagency.com

Our story started over 25 years ago growing through collaboration, innovation, strong culture, and a focus on people, specifically our people. Our people inspired, developed, and grew FIRST to the incredible brand experience creator it is today. 

And our hope is that you become the next page of our story in developing how our agency connects more people beyond what they thought was possible.

A welcoming, creative and ambitious workplace that offers personal and professional growth for all individuals. At FIRST, you'll find:

• A welcoming workplace that fosters diversity and belonging with a focus on team members feeling valued, respected, and supported. 
• Creative teams that enjoy challenging work with an ability to make an impact on those around them.
• An experiential organization that cares about the development and career experience of each employee, focusing on excellence and flexibility with the right balance of structure to thrive.

Location: New York City (Hybrid requirement)

What You Would Get To Do:

The Administrative Assistant, Risk & Compliance role is ideal for a highly organized individual, eager to develop their administrative and professional skills in a supportive environment. This role will provide essential support to our team for compliance activities including document management, handling day-to-day office tasks, managing communications, and maintaining organizational systems to ensure smooth operations.

You will bring a high level of professionalism, diverse experience and skills, and a collaborative spirit to a high-performing team. This role should be comfortable with ambiguity, flexible with performing diverse tasks, and thrive in a fast-paced environment.

A successful candidate will have strong communication skills, a keen eye for detail, and the ability to manage multiple tasks efficiently and effectively in a fast-paced environment. This role offers an excellent opportunity to learn, grow, and contribute to a dynamic team supporting international business activities.

Your Contributions 

• Provide proactive administrative support.
• Manage email correspondence and ticketing requests, directing them to the appropriate personnel.
• Manage compliance documentation, serving as initial point of contact to suppliers and answering internal employee questions to ensure all necessary documentation is gathered and processed for timely contract and invoice processing.
• Support with the preparation, reviewing against set standards, and distribution of contracts for internal and external stakeholders.
• Maintain accurate and up-to-date records in a secure database and/or document management system.
• Assist in scheduling appointments, meetings, and events.
• Prepare reports, presentations, and other documents for internal and external meetings.
• Coordinate calendars, ensure no scheduling conflicts, send out meeting invitations to attendees, book meeting rooms, and arrange for IT/AV resources.
• Coordinate domestic and international travel as needed.
• Assist with special projects as needed.
• Support various departments with ad hoc administrative tasks as needed.

What We Are Looking For 

Please be aware that we know experience does not always look like we describe it. If you believe you would be an excellent fit for this role, please apply - we would love to see how you could fit at First. 

• Excellent verbal and written communication skills
• Highly proficient in IT skills, Microsoft Office Suite (Outlook, Excel, Word, Powerpoint); as well as Google Docs and SharePoint
• Excellent attention to detail and accuracy
• Ability and willingness to learn new systems and tools (e.g., contracting management tool, Salesforce,  ticketing system) 
• Able to help manage complex calendars and coordinate travel arrangements internationally and domestically
• High school diploma or equivalent; associate’s degree or administrative training is a plus
• Experience as an administrative assistant or in a similar role, preferably within a compliance, legal, or corporate environment
• Ability to handle sensitive information with discretion and professionalism
• Familiarity with contract terminology and document management systems is a plus
• Strong interpersonal and organizational skills and detail-oriented
• Ability to prioritize tasks and meet deadlines in a fast-paced environment
• Team player who is motivated by helping others
• Professional demeanor and a willingness to learn
• Flexible approach and ability to manage different time zones
• Demonstrates optimism, respects others, and is able to collaborate with the team
• Highly proactive and self-disciplined
• Assume responsibility for own environment, ensuring adherence to health and safety policies while having clean smart surroundings
• Ensure knowledge is shared within the team to enable them to work smarter and more efficiently

United States Residents: The base pay for this position ranges from $52,000 – $66,000. This role is also eligible for an annual discretionary bonus.

Please note the national salary range listed in the job posting reflects the new hire salary range across various U.S. locations that would be applicable to the position. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.

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