admin assistant

Swoon

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  Swoon is partnering with a leading global financial institution to hire an Admin Assistant for an initial 6-month contract based in New York, NY, with strong potential for extension based on performance. This hybrid opportunity (4 days in-office, 1 day remote) supports the team by providing critical administrative, organizational, and operational support to ensure smooth and efficient business operations.
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  Ideal for professionals with 3&ndash;5 years of administrative experience, this role focuses on managing calendars, coordinating meetings and events, processing invoices and expense reports, arranging travel, and liaising with internal teams and external vendors. The Admin Assistant will play a key role in keeping the office running seamlessly, enabling the broader team to focus on strategic priorities. This position offers the opportunity to contribute to a fast-paced, high-energy environment within a top-tier financial organization.
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   Below is the job description:
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   Initial 6-month Admin Assistant opportunity in New York, NY
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   Location:
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  151 W 42nd St. NY, New York, [4 days in office, 1 day work from home]
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   Duration:
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  Initial 6-month contract with high potential to extend/convert based on performance
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   Pay Rate:
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  $26-28/hr W2
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   Working hours:
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  Can vary, ex: 8:30 am &ndash; 5:00 pm; 9:00 am &ndash; 6:00 pm
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   Job #:
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  Heads-up, exclusive to Swoon
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   Seeking:
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   Seeking an Admin Assistant with ideally around 3-5 years of experience
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   Soft Skills:
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   Needs to work in fast paced environment
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   Super organized
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   Good at time management
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   Fast learner
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   Responsibilities:
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   Manages and monitors calendars and upcoming events.
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   Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation.
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   Supports the coordination and implementation of department events.
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   Dispatches outgoing communications.
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   Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements
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   Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget.
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   Makes travel arrangements, booking flight/hotel reservations as needed.
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   Liaises with internal business units and external vendors and participates in the local coordination and implementation of premises and building related matters including incoming / outgoing staff and contractors, relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations.
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Admin Assistant

<p><b>Female Admin Assistant (Tagalog Speaker)</b></p><p>We are looking for a well experienced Female Administrative Assistant:</p><p>Duties and Responsibilities:</p><p>- Maintain and organize Mall Agreements/Contract</p><p>- Prepare reports, letters and other documents related to agreements/contracts</p><p>- Prepare agreements and renewal documents.</p><p>- Ensure all agreements/contracts are complete and properly filed.</p><p>- Update agreements/contracts records and the expiry dates.</p><p>- Assist in monitoring agreements/contracts renewals.</p><p>Qualifications:</p><p>-Bachelor&rsquo;s degree in Business Management or any related course</p><p>-Proficiency in Microsoft Office (Word, Excel, Outlook, etc)</p><p>-Good verbal and written communication skills.</p><p>-Strong organizational and time-management skills.</p><p>-Ability to handle documents, agreements/contracts, and records accurately.</p><p>-Knowledge of Emaar and MAF portals is an advantage.</p><p>Kindly send your CV with latest photo in PDF.</p><p>Job Types: Full-time, Permanent, Fresher</p><p>Pay: AED2,800.00 - AED3,000.00 per month</p><p>Work Location: In person</p>

University of New Mexico

<div><h2 class="jobSectionHeader"><b>Admin Assistant 3</b></h2>
<div><div><div><div><b>Requisition ID</b></div> <div>req36402</div>
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<div><div><b>Working Title</b></div> <div>Admin Assistant 3</div>
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<div><div><b>Position Grade</b></div> <div>08</div>
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<div><div><b>Position Summary</b></div>
<div><p>
The Department of Emergency Medicine is seeking a motivated, energetic, and customer-service&ndash;oriented professional to serve as an Administrative Assistant III for the EMS Academy, a fast-paced and dynamic EMS education environment. Applicants should review preferred qualifications carefully and address them thoroughly in their application materials.</p><p>
This position provides comprehensive administrative and operational support to the EMS Academy, with a primary focus on coordination, fiscal support, and program operations.</p><p>
The Administrative Assistant III serves as a key administrative liaison with internal UNM departments and external agencies. This role requires strong verbal and written communication skills and the ability to make sound administrative and procedural decisions while supporting daily operational needs.</p><p>
A significant portion of this role involves fiscal and administrative support. Responsibilities include monitoring and reconciling accounts, supporting accounts receivable processes (including non-student AR and deposits), assisting with purchasing activities, and preparing financial and operational reports. The position also participates in the processing of Temporary Part-Time Faculty (TPTF) EPAFs and contracts.</p><p>
The role also contributes to administrative project planning and execution of Academy goals, including workforce expansion initiatives, and supports reporting needs by gathering and analyzing data.</p><p>
Additional responsibilities include maintaining calendars; coordinating meetings, events, travel, and facility usage; and establishing and maintaining records, files, and databases. The position performs routine data analysis to support recurring reports and operational tracking.</p><p>
This role also provides front-line administrative support as needed, including answering phones, assisting visitors, and serving as backup coverage for the front desk. This employee is expected to resolve or appropriately refer routine administrative inquiries and ensure timely follow-up on operational commitments.</p>
<p>
See the Position Description for additional information.</p></div><br>
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<div><div><b>Conditions of Employment</b></div>
<ul><li>If this position is assigned to the Athletics Department, either administratively or functionally, compliance with all NCAA rules and regulations is required.</li><li>
Employees who provide services or work in patient care or clinical areas are required to be in compliance with the University's influenza vaccination requirement.</li><li>
All regular, non-temporary positions assigned to this classification are represented by a labor union and subject to the terms and conditions of the US-UNM Collective Bargaining Agreement.</li></ul>
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<div><div><b>Minimum Qualifications</b></div>
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High school diploma or GED; at least 5 years of experience directly related to the duties and responsibilities specified.</p><p>
Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.</p></div></div><br>
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<div><b>Preferred Qualifications</b></div>
<ul><li>Demonstrated ability to communicate effectively, both orally and in writing.</li><li>
Exhibited ability to make sound and effective administrative and procedural decisions and judgments and proven skill in organizing resources and establishing priorities.</li><li>
Understanding of accounting principles and aptitude in appropriately utilizing a Purchasing Card, managing accounts payable and accounts receivable, and in monitoring, reconciling, and assisting with fiscal administration; including gathering data, compiling information, preparing financial reports and summaries, and analyzing statistical data.</li><li>
Exhibited knowledge of UNM processes and policies.</li><li>
Demonstrated expertise in utilizing Microsoft Office suite Word, Excel, and Powerpoint applications and practical experience, capability and enthusiasm to work with SmartSheets.</li><li>
Flexibility and skill in working with frequent interruptions and distractions in a fast-paced environment, including ability to prioritize, handle multiple tasks, and meet critical deadlines.
</li><li>A demonstrated commitment to cultivate an understanding of the rich and varied cultures of New Mexico and to the success of the university's mission to serve local and global communities.</li></ul>
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<div><div><b>Additional Requirements</b></div>
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<div></div><div><div><b>Campus</b></div> <div>Health Sciences Center (HSC) - Albuquerque, NM</div>
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<div><div><b>Department</b></div> <div>Emerg Med EMS Academy (558G)</div>
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<div><div><b>Employment Type</b></div> <div>Staff</div>
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<div><div><b>Staff Type</b></div> <div>Regular - Full-Time</div>
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<div><div><b>Term End Date</b></div>
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<div></div><div><div><b>Status</b></div> <div>Non-Exempt</div>
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<div><div><b>Pay</b></div> <div>Hourly: $18.09 - $23.27</div>
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<div><div><b>Benefits Eligible</b></div> <div>This is a benefits eligible position. The University of New Mexico provides a comprehensive package of benefits including medical, dental, vision, and life insurance. In addition, UNM offers educational benefits through the tuition remission and dependent education programs. See the Benefits home page for a more information.</div>
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<div><div><b>ERB Statement</b></div> <div>As a condition of employment, eligible employees working greater than .25 FTE as determined by the New Mexico Education Retirement Act must make mandatory retirement contributions. For more information, review the Benefits Eligibility at a Glance grid.</div>
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<div><div><b>Background Check Required</b></div> <div>Yes</div>
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<div><div><b>For Best Consideration Date</b></div> <div>4/27/2026</div>
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<div><div><b>Eligible for Remote Work</b></div> <div>No</div>
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<div><div><b>Eligible for Remote Work Statement</b></div>
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<div></div><div><div><b>Application Instructions</b></div>
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<p>Only applications submitted through the official UNMJobs site will be accepted. If you are viewing this job advertisement on a 3rd party site, please visit UNMJobs to submit an application.</p>
Provide a resume, cover letter and 3 professional references. Incomplete applications will not be considered.<br>
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<div><div><p><b>Positions posted with a Staff Type of </b><b><i>Regular</i></b><b> or </b><b><i>Term</i></b><b> are eligible for the Veteran Preference Program. See the </b><b>Veteran Preference Program webpage </b><b>for additional details.
</b></p><p>The University of New Mexico is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, disability, or any other protected class.</p>
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The University of New Mexico requires all regular staff positions successfully pass a pre-employment background check. This may include, but is not limited to, a criminal history background check, New Mexico Department of Health fingerprint screening, New Mexico Children, Youth, and Families Department fingerprint screening, verification of education credentials, and/or verification of prior employment. For more information about background checks, visit https://policy.unm.edu/university-policies/3000/3280.html. Refer to https://policy.unm.edu/university-policies/3000/3200.html for a definition of Regular Staff.</p></div></div></div></div></div><div></div>

Admin Assistant 3

Flow-X International Canada Inc.

<p>About the Company</p><p>Flow-X is a fast-growing logistics and supply chain company operating across North America and Latin America. We support cross-border e-commerce, warehouse operations, and freight logistics in a dynamic, high-growth environment.</p><p>Position Summary</p><p>We are seeking a reliable and detail-oriented Administrative Assistant to support daily office operations and basic warehouse coordination. This role will play a key part in ensuring smooth administrative processes, including office management, vendor coordination, and facility support.</p><p>Key Responsibilities</p><p>1. Office Administration</p><ul><li>Manage general office needs (ordering supplies, workspace setup, organization)</li><li>Maintain files, documents, and shared folders</li><li>Support meeting scheduling and basic internal coordination</li><li>Assist with simple expense tracking and admin records</li></ul><p>2. Warehouse &amp; Facility Support</p><ul><li>Support basic warehouse/admin coordination (badges, access, supplies, etc.)</li><li>Help coordinate facility-related needs (maintenance, vendors, utilities)</li><li>Liaise with service providers and follow up on issues when needed</li></ul><p>3. Vendor &amp; Procurement Support</p><ul><li>Assist with purchasing and vendor coordination (office and warehouse needs)</li><li>Track orders, deliveries, and invoices</li><li>Maintain vendor contact lists and basic documentation</li></ul><p>4. General Administrative Support</p><ul><li>Support coordination with staffing agencies for new hire onboarding</li><li>Provide ad hoc admin support to the local team</li><li>Help with small projects and day-to-day coordination tasks</li></ul><p>Qualifications</p><ul><li>1&ndash;3 years of administrative or coordination experience</li><li>Organized, detail-oriented, and able to multitask</li><li>Good communication skills and a proactive attitude</li><li>Comfortable working in both office and warehouse environments</li><li>Basic Microsoft Office skills (Excel, Word, Outlook)</li></ul><p>Job Type: Full-time</p><p>Pay: $22.00 - $28.00 per hour</p><p>Expected hours: 40 per week</p><p>Benefits:</p><ul><li>401(k)</li><li>Dental insurance</li><li>Health insurance</li><li>Paid time off</li></ul><p>Language:</p><ul><li>Chinese (Preferred)</li></ul><p>Work Location: In person</p>

Supplied Talent

<div><p>eXp Financials is a Minneapolis-based tax and financial services firm with eight years in operation. We serve a growing book of business clients across bookkeeping, tax preparation, and financial consulting &mdash; with a team that is hands-on, high-volume, and built on personal accountability. Every role here matters, and every client interaction reflects directly on the firm.</p><p>
We are growing. This is not a position where you sit in the background. You are the first point of contact for our clients, the person who keeps our internal systems running, and a core part of how we deliver on the reputation we have built.</p><p>
THE ROLE</p><p>
The Admin Assistant is the face of eXp Financials. You are the first voice a client hears when they call, the last note logged after an interaction, and the person responsible for making sure nothing falls through the cracks.</p><p>
This is a high-volume role that demands exceptional organization, proactive communication, and the ability to stay composed and accurate when things get busy. During tax season, our call and walk-in volume increases significantly &mdash; this position requires someone who performs better under pressure, not worse.</p><p>
You will not be micromanaged. You will be trusted, supported, and recognized when you deliver &mdash; and held to a clear, documented standard when you do not.</p><p>
WHAT YOU WILL DO</p><p>
Client Communication</p><ul><li>Serve as the primary point of contact for all client calls, walk-ins, and emails</li><li>Return all missed calls and respond to all emails within defined timeframes</li><li>Handle client questions, scheduling, and basic inquiries with professionalism and accuracy</li><li>De-escalate difficult client situations calmly and involve the owner only when genuinely necessary</li></ul><p></p><p><br>
CMS Documentation</p><ul><li>Log every client interaction &mdash; calls, walk-ins, and emails &mdash; in our client management system within 4 business hours</li><li>Ensure all entries include the required fields: date, client name, interaction type, summary, and follow-up status</li><li>Maintain documentation standards consistently &mdash; including during peak tax season when volume spikes</li><li>Flag issues or patterns in client interactions proactively &mdash; do not wait to be asked</li></ul><p></p><p><br>
Operations &amp; Organization</p><ul><li>Manage and prioritize a high volume of competing tasks without items falling through the cracks</li><li>Maintain organized client records, filing systems, and internal documentation</li><li>Execute all follow-up commitments by the dates they were promised</li><li>Support the data associate and accountant with call coverage during tax season surge periods</li></ul><p></p><p><br>
Process &amp; Compliance</p><ul><li>Follow all documented standard operating procedures &mdash; without requiring reminders</li><li>Use all required tools and systems as trained &mdash; no workarounds</li><li>Participate in weekly Friday check-ins and monthly performance reviews</li><li>Raise process improvement ideas proactively &mdash; this is encouraged and recognized</li></ul><p></p><p>
Required</p><ul><li>1&ndash;3+ years of experience in an administrative, client-facing, or operations role</li><li>Demonstrated experience with a CRM, CMS, or documentation-heavy workflow</li><li>Exceptional written and verbal communication skills</li><li>Proven ability to manage high call and task volume without quality degradation</li><li>Strong organizational skills &mdash; able to track and follow up on multiple open items simultaneously</li><li>Comfortable working in a fast-paced, deadline-driven environment</li></ul><p></p><p><br>
Preferred</p><ul><li>Experience in a tax, accounting, financial services, or professional services environment</li><li>Prior experience in a client-facing coordinator or administrative lead role</li><li>Demonstrated track record of 2+ years tenure at a single employer</li></ul></div><p></p>

KB FACILITIES MANAGEMENT

<p><b>ADMIN ASSISTANT MAINTINANCE</b></p><p><b>JOB DESCRIPTION:</b></p><p>KBFM are looking to recruit an experienced Admin Assistant to join our team located at the head office in DHA phase 1, Lahore.</p><p>Job Summary We are seeking a highly organized and detail-oriented Administrative Assistant to support our team in a dynamic office environment. The ideal candidate will possess strong clerical skills and be proficient in various software applications, including Google Suite and QuickBooks. This role is essential in ensuring the smooth operation of our administrative functions, providing excellent phone etiquette, and maintaining accurate data entry.</p><p><b>Key Duties:</b></p><ul><li>Answering incoming calls including dealing with customers regarding product, pricing and delivery lead-times</li><li>Providing written quotations by email</li><li>Processing online orders Raising order paperwork including invoices</li><li>Liaising with suppliers</li><li>Dealing with customer complaints.</li><li>Order checking</li><li>Client assistant</li><li>Customer relationship</li><li>Chasing invoices</li><li>Raising Purchase Orders</li><li>Booking Engineers to Jobs</li><li>General admin &amp; customer service duties</li></ul><p>Job Type: Full-time</p><p>Monday &ndash; Friday 09:00 &ndash; 18:00 (UK time), 14:00pm &ndash; 23:00pm (PK time)</p><p>Salary: Rs 45000</p><p>Work Location: In person</p><p>Job Type: Full-time</p><p>Pay: Rs45,000.00 per month</p><p>Application Question(s):</p><ul><li>Are you available to work right away?</li></ul><p>Education:</p><ul><li>Bachelor's (Preferred)</li></ul><p>Language:</p><ul><li>English fluently (Required)</li></ul><p>Location:</p><ul><li>Lahore (Required)</li></ul><p>Willingness to travel:</p><ul><li>100% (Required)</li></ul><p>Work Location: In person</p>

Admin Assistant Maintinance

<p>KBFM are looking to recruit an experience Admin Assistant to join our team located at the head office in DHA phase 1, Lahore.</p><p><b>Job Summary:</b></p><p>We are seeking a highly organized and detail-oriented Administrative Assistant to support our team in a dynamic office environment. The ideal candidate will possess strong clerical skills and be proficient in various software applications, including Google Suite and QuickBooks. This role is essential in ensuring the smooth operation of our administrative functions, providing excellent phone etiquette, and maintaining accurate data entry.</p><p><b>Key Duties: </b></p><ul><li>Answering incoming calls including dealing with customers regarding product, pricing and delivery lead-times.</li><li>Outgoing Calls</li><li>Providing written quotations by email.</li><li>Processing online orders</li><li>Raising order paperwork including invoices</li><li>Liaising with suppliers</li><li>Dealing with customer complaints</li><li>Order checking</li><li>Chasing invoices</li><li>Raising Purchase Orders</li><li>Booking Engineers to Jobs</li><li>General admin &amp; customer service duties</li><li><b>Candidate should be fluent in English</b></li></ul><p>Job Type: Full-time</p><p>Monday &ndash; Friday 09:00 &ndash; 18:00 (UK time), 14:00pm &ndash; 23:00pm (PK time) Salary: Rs 60k</p><p>Work Location: In person</p><p>Job Type: Full-time</p><p>Pay: From Rs45,000.00 per month</p><p>Work Location: In person</p>

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