Administrative Assistant (Legal)

Who we are:

Oppenheimer & Co. Inc. (Oppenheimer) is a leading middle-market investment bank and full service broker-dealer. With roots tracing back to 1881, the Company is engaged in a broad range of activities in the financial services industry, including retail securities brokerage, institutional sales and trading, investment banking (both corporate and public finance), equity & fixed income research, market making, trust services and investment advisory and asset management services.

Job Description

Oppenheimer & Co. Inc. is seeking an Administrative Assistant to join our Legal Department in New York. The ideal candidate must be able to work in a fast-paced environment, work independently, and demonstrate strong relationship management skills.

Responsibilities:

• Provide general administrative support, which includes but not limited to the creation, maintenance and editing of documents, spreadsheets, files, and presentations
• Process and track invoices from, and payments to, outside counsel and vendors, which includes communicating with vendors regarding bills, expenses, back-up documentation and accruals.
• Maintain and reconcile monthly accrual schedules for outside counsel and vendors.
• Prioritize daily work, track progress of projects and deadlines, answer phones, take messages and schedule appointments
• Organize and maintain the Senior Executive's calendar
• Coordinate meetings including travel arrangements, ordering meals, lunch arrangements, meeting room preparation, and invitations
• Provide coverage for other team-based Administrative Assistants that are on vacation or sick leave
• Preparation and tracking of expense reports and reimbursements
• Assist with document production in arbitration and regulatory matters
• Facilitate visits from vendors, clients and firm personnel
• Participate in Ad hoc project work assigned by the Senior Executive

Qualifications:

• Experience as administrative assistant in a corporate environment, ideally within financial services industry preferred
• Bachelor's degree in finance or related field preferred
• Possess a high degree of proficiency with technology including MS Office products, especially Excel, as well as Zoom/WebEx
• Must be a team player with an energetic, positive disposition seeking growth and opportunity to expand the role
• Must be able to maintain the highest level of confidentiality
• Demonstrate strong accuracy and thoroughness in all facets of daily work and possess superb organizational skills
• Able to interface and articulate well with all levels of employees, management and clients in a highly professional, timely and friendly manner
• Able to meet designated deadlines and work effectively in a pressurized environment
• Able to handle regular activities without prompting
• Must exhibit a high degree of motivation, sense of urgency and professional demeanor

Compensation:

For job postings in New York State, Oppenheimer is required by law to include a reasonable estimate of the salary range for this role. This salary range is specific to the State of New York and takes into account the wide range of factors that are considered in making salary decisions including but not limited to your skills, qualifications, experience, licensure and certifications, and other business and organizational needs. A reasonable estimate of the current base salary range is $65,000.00 at the time of this posting. Also, certain positions are eligible for additional forms of compensation such as discretionary bonus.