Sr. Manager Assistant/Office Manager

In this role, you will provide comprehensive administrative support to site management and department leaders while helping ensure that daily operations, meetings, events, travel, and special initiatives are coordinated efficiently.

What to Expect:

In this role you will: 

• Manage site administrative responsibilities, organize and facilitate meetings, and coordinate with responsible groups to support the effective upkeep and operation of the site.
• Review Visitor Access Forms in ServiceNow and serve as the Site Manager’s delegate for visitor request approvals.
• Perform administrative or technical duties related to the activities of supported managers or departments.
• Plan and coordinate logistics for team meetings, off-sites, departmental gatherings, customer visits, and special occasions.
• Support on-site and off-site events by working with external vendors to select venues, catering, and entertainment, and coordinate with employees at other locations as needed.
• Arrange travel for supported managers, initiate travel requests, and process and submit expense reports.
• Collect and prepare materials for reports, meetings, and presentations; attend meetings and record minutes when required.
• Maintain Outlook calendars and update the U.S. On-Call calendar in ServiceNow.
• Participate in special projects and initiatives outside the normal administrative scope as needed.
• Provide backup coverage for other administrative team members upon request.
• Demonstrate awareness of relevant policies, processes, and procedures, and recommend improvements where appropriate.

What will make you successful:

We are seeking professionals with:

• 5 or more years of progressive experience as an office manager, administrative assistant, executive assistant, or in a comparable role supporting senior leaders in a complex, fast-paced organization.
• Demonstrated experience managing complex calendars, recurring meetings, competing priorities, conference rooms, video conferencing, and schedules across global time zones.
• Experience coordinating site operations, workplace logistics, corporate events, executive visits, town halls, trainings, vendors, catering, facilities, access, and budgets.
• Hands-on experience preparing agendas and meeting minutes, tracking action items, arranging domestic and international travel, and processing expense reports.
• Experience using enterprise systems such as Workday, ServiceNow, and SAP Concur, with a proven ability to handle confidential information, manage multiple deadlines, and communicate effectively with senior leaders and internal and external stakeholders.

What we offer

We give you the freedom to be yourself. We are creating an environment of unique individuals – like you – with different perspectives on the financial industry and the world. A diverse and inclusive environment in which everyone’s voice counts and where you can reach your full potential.

We are committed to an inclusive and accessible recruitment process. If you require a reasonable accommodation related to accessibility during your application or interview, please contact [email protected] or indicate this in your application.

Please note that this mailbox is not monitored for general recruitment enquiries and should only be used for accessibility or accommodation-related requests (for example related to vision, hearing or neurodiversity).

All requests are confidential and will not affect your candidacy.

Don’t meet every single requirement? At Swift, we are dedicated to building a workplace where people can bring their full selves and ideas to the team, so if you are excited about this role, we encourage you to apply even if you do not meet every single qualification.