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administrative assistant

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executive administrative assistant Jobs in New York

executive administrative assistant

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executive assistant office manager Jobs in New York

executive assistant office manager

administrative assistant and office manager

Mutinex

<div>
 
 
 About Us
 
 
 
 At Mutinex, we&rsquo;re not chasing unicorn status - we&rsquo;re building a sustainable, long-lasting business (think Bowhead Whale). We're an early-stage B2B SaaS company with a proven platform, trusted by big-name clients, and already generating millions in revenue.
 
 
 Our mission is bold: to build a universal business growth decision engine. Our platform empowers marketing, media, agency, analytics, and finance teams to organize, analyze, and action data at scale - unlocking and optimizing the true drivers of sustainable growth.
 
 
 We&rsquo;re a hybrid team spread across Sydney, Melbourne, and New York. We value open communication, diverse perspectives, and a culture of continuous learning and feedback.
 
 
 
 
 
 
 The Role
 
 
 
 This role sits at the heart of our new New York office. You&rsquo;ll spend part of your time as the on-the-ground executive support for our CEO, part of the time supporting the wider New York team on adhoc administrative tasks and the rest of your time as the operational backbone of our NY office.
 
 
 This is not a remote role - your physical presence in the office is core to what makes it work. You'll be the person who makes the space hum, the team feel looked after, and the CEO's New York days run without friction.
 
 
 You'll work closely with our Sydney-based Senior EA, who leads on CEO priority management and strategic coordination. Together, you'll operate as a two-person team around the CEO to ensure he&rsquo;s supported seamlessly across all time zones.
 
 
 We're in scale-up mode: growing fast, moving faster. This role has real visibility into senior leadership and business operations, and the right person will thrive on that energy.
 
 
 
 
 
 
 What You'll Do
 
 
 
 
 Executive &amp; Team Support
 
 
 <ul>
 <li>
 Support the CEO's New York calendar - scheduling, room and venue bookings, and day-of coordination
 </li>
 <li>
 Provide local life admin support - reservations, errands, and personal scheduling as needed
 </li>
 <li>
 Support the team and US President on ad hoc administrative tasks including travel arrangements
 </li>
 <li>
 Be a proactive, present resource for the CEO and team throughout the working day
 </li>
 <li>
 Liaise daily with the Senior EA in Sydney to ensure seamless priority handoffs across time zone
 
 s
 
 </li>
 </ul>
 
 
 
 
 
 Office Operations
 
 
 <ul>
 <li>
 Keep the New York office running smoothly, including supplies, vendors, maintenance, and space setup
 </li>
 <li>
 Own relationships with the landlord and any local service providers
 </li>
 <li>
 Ensure the office is consistently tidy, stocked, and welcoming
 </li>
 <li>
 Manage IT, building passes, and desk setup for new starters
 </li>
 </ul>
 
 
 
 
 
 Team &amp; Culture
 
 
 <ul>
 <li>
 Be the go-to person for the NY team's day-to-day needs
 </li>
 <li>
 Drive local team culture through events, celebrations, and offsites
 </li>
 <li>
 Support New York onboarding end-to-end - from desk and technology setup to first-day experience
 </li>
 </ul>
 
 
 
 
 
 What We're Looking For
 
 
 
 
 There's no perfect candidate - if you meet most of the criteria below and are excited about the role, we'd love to hear from you.
 
 
 
 
 
 <ul>
 <li>
 1-2 years of experience in an EA, administration office management, or operations role in a fast-paced environment (startup or scale-up experience a plus)
 </li>
 <li>
 Highly organized with exceptional attention to detail
 </li>
 <li>
 Calm under pressure and adaptable when priorities shift
 </li>
 <li>
 Proactive and solutions-oriented - you notice what needs doing before being asked
 </li>
 <li>
 Strong communicator, comfortable working with strong personalities and
 </li>
 <li>
 Discreet and professional with sensitive information
 </li>
 </ul>
 
 We believe skills can be developed - so if you bring a unique perspective and are eager to learn, we&rsquo;d love to hear from you
 
 .
 
 
 
 
 
 
 
 Why Work With Us?
 
 
 <ul>
 <li>
 
 Real Customer Impact:
 
 Your work directly shapes our platform and the success of our customers
 </li>
 <li>
 
 Challenging, Meaningful Work:
 
 Tackle complex data and infrastructure problems at scale
 </li>
 <li>
 
 Autonomy and Ownership:
 
 Drive initiatives end-to-end with support when you need it
 </li>
 <li>
 
 Learning and Growth:
 
 Collaborate with a thoughtful team of engineers and data scientists who love what they do
 </li>
 <li>
 
 Equity Ownership:
 
 All team members receive equity (ESOP)
 </li>
 <li>
 
 Parental Leave:
 
 12 weeks paid leave for the birth parent and 6 weeks for the secondary carer after 2 years
 </li>
 <li>
 
 Generous Time Off:
 
 20 days of annual leave to start, plus 5 extra days after your first year, and 1 additional day each year after that (up to 30)
 </li>
 <li>
 
 Work from Anywhere:
 
 Take your laptop and work from anywhere in the world for up to 6 weeks each year
 </li>
 </ul>
 
 
 
 
 
 We&rsquo;re Committed to Inclusion
 
 
 
 Mutinex is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We welcome applicants of all backgrounds, experiences, identities, and abilities.
 
 
 If you need adjustments or accommodations during the application process, just let us know, we&rsquo;re happy to support you.
 
 
 
 
 
 
 Ready to Join Us?
 
 
 
 If this sounds like a place where you&rsquo;d thrive, we&rsquo;d love to hear from you. Send us your resume and a short note about why this role excites you - we care more about what drives you than perfect formatting.
 
</div>

Administrative assistant and Office Manager

Family Office

<div>
 
 
 Job Title:
 
 Office Manager / Executive Assistant
 
 
 
 Reports to:
 
 Executive Assistant to the Principals
 
 
 
 Location:
 
 New York, NY
 
 
 
 
 Full-Time, On-Site, Monday to Friday
 
 
 
 
 
 The
 
 Office Manager/Executive Assistant
 
 (
 
 OM/EA
 
 ) is a dual-focused role which includes:
 
 
 
 
 <ol>
 <li>
 Responsibility for the daily operations of a Family Office in New York, including scheduling, IT, troubleshooting, research, document management, inventories, oversight of the office spaces, management of office equipment and all employee devices, special event coordination, as well as other administrative support, ensuring that we always have a professional, welcoming, clean, and safe space that runs smoothly and integrates environmentally sensitive practices.
 </li>
 <li>
 Executive Assistant support for the principals&rsquo; primary EA, as well as for the chief administrative officer (CAO), managing director of operations and properties (MD, O&amp;P), and collaboration with other administrative and property staff.
 </li>
 </ol>
 
 
 
 
 As a key member of the administrative support team, the OM/EA is a digital native, driven by a strong desire to execute all responsibilities with the highest level of excellence, service and consistency. Reporting to the principals&rsquo; EA, the OM/EA also closely partners with property and finance staff to carry out responsibilities in a coordinated and seamless way.
 
 
 
 
 
 
 Responsibilities include but are not limited to:
 
 
 
 
 
 
 
 Office Management &amp; IT
 
 
 <ul>
 <li>
 Purchase and maintain environmentally sound office inventory and kitchen/pantry items
 </li>
 <li>
 Admin role for building staff/visitor management and security systems
 </li>
 <li>
 Maintain office spaces and various paper and electronic files/documents
 </li>
 <li>
 Ensure office equipment is working and maintained (printers/copiers/scanners/shredders/etc.)
 </li>
 <li>
 Oversee email, calendar, contacts and related cloud account management
 </li>
 <li>
 Ensure staff have fully functioning computers, desktop and mobile phones, and printers and troubleshoot with vendors and service providers as needed
 </li>
 <li>
 A/V oversight for conference rooms, including projectors, TVs/monitors, maintenance and servicing
 </li>
 <li>
 Review invoices, report allocations, and submit invoices to bill.com
 </li>
 <li>
 Manage organization of supply closets/rooms and executive bathroom supplies
 </li>
 <li>
 Monitor office plants and liaise with plant care vendor to support overall health and appearance of plants
 </li>
 <li>
 Maintain collaborative relationships with building manager and vendors, including office cleaners to ensure all areas are well maintained
 </li>
 <li>
 Distribute office keys and IDs to staff
 </li>
 <li>
 Prepare, update and distribute Fire Safety Plan; coordinate with building's Fire Safety Director and its Fire Safety vendor to ensure we remain in compliance with FDNY regulations
 </li>
 <li>
 Support the planning, organization and coordination of events happening in the office space, as well as occasional events at other locations
 </li>
 <li>
 Liaise with hosts, building management, and outside vendors on all event-related logistics
 </li>
 <li>
 Provide onsite support and troubleshooting during events
 </li>
 </ul>
 
 
 
 
 
 Executive Assistance
 
 
 <ul>
 <li>
 As-directed support for the principals&rsquo; primary EA
 </li>
 <li>
 Screen incoming calls, correspondence and other requests, gather detailed information and determine appropriate course of action, referral, or response; prepare business correspondence and follow up as needed
 </li>
 <li>
 Calendar management including scheduling, adding and updating information
 </li>
 <li>
 Prepare travel arrangements as requested; includes arranging car service, booking and monitoring domestic and international flights, preparing itineraries, securing travel visas, etc.
 </li>
 <li>
 Thoroughly prepare CAO for all appointments and social engagements with accurate and high-quality supporting documentation including travel and venue information, attendees with bios/photos, agendas, guest lists, event hosts and/or honoree information, other notes and relevant documents
 </li>
 <li>
 Proactively keep the CAO &amp; MD well informed of upcoming commitments and responsibilities
 </li>
 <li>
 Responsible for CAO &amp; MD&rsquo;s daily schedules. Confirm all appointments and arrangements and keep the CAO &amp; MD updated on all schedule changes in a timely way
 </li>
 <li>
 Research a variety of issues on behalf of the CAO &amp; MD
 </li>
 <li>
 Closely work on administrative issues that intersect with foundation, political and financial advisors, multiple boards, and committees
 </li>
 <li>
 Prepare weekly activity reports on short term and long-term projects
 </li>
 <li>
 Submit all invoices for payment and expense reports for reimbursements
 </li>
 <li>
 Liaise with Principals&rsquo; family members to coordinate plans and other necessary details
 </li>
 <li>
 Support Principals&rsquo; family members with ad hoc requests
 </li>
 <li>
 Handle errands for CAO and Principals and/or their family members, as requested
 </li>
 </ul>
 
 
 
 
 
 
 Job Qualifications:
 
 
 
 <ul>
 <li>
 Minimum of 8 years providing administrative support to a senior-level executive
 </li>
 <li>
 Highly organized, meticulous, detail oriented, resourceful and self-directed
 </li>
 <li>
 Ability to multitask and handle multiple projects with focus, accuracy, and efficiency
 </li>
 <li>
 Proactive attitude and approaches problems with a sense of possibility
 </li>
 <li>
 Always displays professional demeanor
 </li>
 <li>
 Proactive and able to anticipate needs before they arise
 </li>
 <li>
 Exceptional follow up skills to ensure &lsquo;the i&rsquo;s are dotted, and t&rsquo;s are crossed&rsquo;
 </li>
 <li>
 High value placed on customer service and flexibility
 </li>
 <li>
 Highly collaborative team player who enjoys working with a small, closely knit group to achieve outcomes
 </li>
 <li>
 High level of respect, integrity, reliability, and honesty. Mindful of confidentiality and discretion at all times
 </li>
 <li>
 Exceptional and concise communication skills, both written (email, correspondence, editing, and proofreading) and verbal (telephone and in-person)
 </li>
 <li>
 Ability to decipher between routine administrative decisions that need to be made on behalf of the Principals, and when to confer with colleagues on more complex decisions that fall outside of normal operating procedures
 </li>
 <li>
 Ability to remain calm in the face of unexpected challenges
 </li>
 <li>
 Creative, persistent, and thorough research techniques
 </li>
 <li>
 Strong operating knowledge of current technology
 </li>
 <li>
 Savvy with Mac, Microsoft 365, OneDrive, Monday.com, Box.com, Google Docs, iCloud, Dropbox, and other modern platforms and tech tools
 </li>
 <li>
 New York Notary Public, current or willing to obtain license
 </li>
 <li>
 Flexibility to be accessible 24/7 (primarily as backup to the principal EA); commits to prioritizing the needs of the Principals and their family.
 </li>
 <li>
 Physical requirements include ability to push, pull or lift up to 50 pounds
 </li>
 <li>
 Fluent in English
 </li>
 <li>
 Legally eligible to work in the United States at time of hire
 </li>
 <li>
 All company owned and managed properties are smoke free
 </li>
 </ul>
 
 
</div>

Executive Assistant Office Manager

Columbia University

<div><ul><li>Job Type: Officer of Administration</li>
<li>Bargaining Unit:</li>
<li>Regular/Temporary: Regular</li>
<li>End Date if Temporary:</li>
<li>Hours Per Week: 35</li>
<li>Standard Work Schedule:</li>
<li>Building:</li>
<li>Salary Range: $75,000-$85,000</li>
</ul><div>The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.</div> 
<div></div>

Position Summary

The role of Administrative Manager sits in the Office of Academic Affairs under the SVP/Vice Dean for Faculty Affairs at the Columbia University Irving Medical Center (CUIMC). The Office of Academic Affairs works with over 9,500 faculty and researchers across the four health science schools at CUIMC. The SVP/Vice Dean leads several offices and initiatives that support the needs of faculty and researchers, including the Office of Academic Affairs, Office of Faculty Affairs, the Office of Faculty Professional Development and Engagement, the Office of Professionalism, the CUIMC International Students and Scholars Office, and Conflict of Interest.

The Administrative Manager of the Office for Academic Affairs will provide executive-level support to the SVP for Faculty Affairs and Vice Dean for Academic Affairs and will manage the day-to-day logistics of the busy Academic Affairs office. The Administrative Manager will also be responsible for managing the Professorship process and the Faculty of Council, both are crucial functions of the Vice Dean/SVP.

Reporting to the Assistant Vice President for Faculty Professional Development and Engagement and the SVP/Vice Dean for Faculty Affairs, the Administrative Manager will assume the SVP's day-to-day calendar, schedule and confirm meetings, coordinate meetings and conferences, coordinate travel arrangements, and prepare materials relevant to meetings. The Administrative Manager will provide discreet and confidential executive administrative assistance to the SVP, interacting with executive staff and office staff and providing information to all levels of university administrators as appropriate. The Administrative Manager will review, read, distribute, and respond to correspondence when appropriate; screen and monitor calls, field questions, or forward them to the appropriate person; send internal/external communications via regular mail or email; develop and maintain filing system into a readily retrievable format; and prepare agendas. The incumbent will also support the office calendar and will schedule meetings for the two AVPs as needed, including supporting key faculty committee meetings and programming needs.

Subject to business needs, we may support flexible and hybrid work arrangements. Options will be discussed during the interview process.

Responsibilities

Administrative support to the Senior Vice President/ Vice Dean (40%)
<ul>
<li>Reads, distributes, and responds to correspondence as directed by the Vice Dean/SVP and the AVP;</li>
<li>Facilitates communications between SVP&rsquo;s office, including the EVP/Dean&rsquo;s Office, Provost&rsquo;s Office, Departments, and other offices</li>
<li>Screens and monitors call for the SVP and the Office of Academic Affairs;</li>
<li>Create an email folder organization system that corresponds to relevant files and manage the organization by reviewing emails as they come in.</li>
<li>Create lists of committee members/attendees to track participants for all meetings hosted by SVP and AVP.</li>
<li>Send out email reminders for all meetings hosted by SVP and AVP at least one day prior to each meeting.</li>
<li>In consultation with the SVP and AVP, fields questions and/or forwards them to the appropriate person.</li>
<li>Assists with developing correspondence, memos, and communications on behalf of the SVP of the office.</li>
<li>Manages travel and business arrangements for conferences.</li>
<li>Provide logistical and administrative support for special committee meetings run on behalf of the SVP or AVP, as requested.</li>
<li>Maintains paper and electronic files in organized systems.</li>
<li>Answers and directs calls for the SVP and AVP with courtesy and efficiency, observing appropriate business protocols.</li>
<li>PowerPoint presentations, editing letters, pulling references, and putting them together</li>
</ul>
Manages the Faculty of Medicine Faculty Council (15%)
<ul>
<li>Work with SVP and AVP for Faculty Professional Development and Engagement and the Office of the Dean to schedule Faculty Council and Executive Committee meetings</li>
<li>Work with the Office of Faculty Affairs to create and send ballots to Faculty Council for votes on appointments, promotions, and tenure</li>
<li>Manage the agenda for the Faculty Council meetings, keep track of past agenda items, finalize agenda, invite speakers, collect PPT presentations, manage logistics for the in-person quarterly meeting (catering, AV, communication) and keep time at the meeting to support the Vice Dean.</li>
<li>Administer annual elections of new members and maintain database of members.</li>
</ul>
Manages the professorship process (25%)
<ul>
<li>Creation of and dissemination of professorship letters.</li>
<li>Reviews the conditions and terms of gifts to ensure that letters accurately reflect the donors' stipulations.</li>
<li>Works closely with departments, the Promotions Specialist, the Development Office, Dean&rsquo;s Office, Provost&rsquo;s Office, and Faculty Affairs to adhere to deadlines and proper workflow.</li>
<li>Maintains databases and reporting for endowed professorships</li>
<li>Send congratulatory letters on behalf of the Dean</li>
<li>Provides support to the Promotions Specialist in the management of the VP&amp;S faculty tenure reviews process.</li>
<li>Trained in working on Tenure reviews if the Promotion Specialist needs coverage.</li>
<li>Working with departments, the Office of Faculty Affairs, and the Provost&rsquo;s Office, on managing tenure dossier materials for faculty who are under review for Tenure.</li>
</ul>
Back up support for Assistant Vice President for Faculty Professional Development and Engagement and Assistant Vice President for Academic Appointments and Professionalism (5%)
<ul>
<li>Support scheduling team and group meetings as needed</li>
<li>Support committees and faculty working group schedules run on behalf of the office</li>
<li>Support scheduling complex and confidential meetings</li>
</ul>
Supports office operations (5%)
<ul>
<li>Maintains hoteling and in-office schedule</li>
<li>Ensures key documents and resources for staff are kept up to date</li>
<li>Works with the Operations Manager to ensure that office equipment is maintained that adequate office supplies are on hand and ordering supplies as needed.</li>
</ul>
Supports special events as assigned (5%)
<ul>
<li>Provide logistical support on special events as assigned by the Vice Dean/SVP and the AVP for Faculty Professional Development and Engagement.</li>
</ul>
Other projects and duties assigned (5%)

New assignments may be given from the AVPs and the SVP/Vice Dean when needed.

Minimum Qualifications
<ul>
<li>Bachelors degree or equivalent in education and employment plus three years' experience.</li>
<li>Must have excellent communication and interpersonal skills must have excellent, including composing and editing correspondence and documents, developing reports, and communicating with staff.</li>
<li>The ability to handle confidential information with exceptional judgment and discretion is required.</li>
<li>Must have demonstrated ability to manage time effectively, balancing competing priorities at the same time.</li>
<li>Demonstrated ability to take direction, follow instructions carefully, and with the ability to work independently.</li>
<li>Must have the ability to coordinate difficult schedules; adapt to various competing demands; prioritize and handle conflicting needs and multiple assignments; and work with diplomacy and efficiency in a highly pressured, fast-paced, deadline-driven environment. Must be able to follow through on projects to successful completion.</li>
<li>Must have the demonstrated ability to be proactive, to problem-solve, and to maintain composure under pressure.</li>
<li>Must have the demonstrated ability to offer the highest level of customer/client service and response to personnel at all levels. Strong knowledge of and proficiency with Microsoft Office programs, including Outlook, Word, Excel, PowerPoint, Zoom, Adobe; experience with heavy calendaring; ability to perform moderately complex internet research.</li>
</ul>
Preferred Qualifications
<ul>
<li>Prior experience working within a college and university setting preferred.</li>
</ul>
Other Requirements
<ul>
<li>Must be able to manage highly sensitive and confidential communications with discretion and integrity.</li>
<li>Must have exceptional organizational, time management and organizational skills with the ability to exercise a high degree of tact, diplomacy, and discretion with sensitive matters.</li>
<li>Must have a strong service-oriented attitude and excellent interpersonal skills.</li>
<li>Must be able to take initiative and be a problem-solver and have the ability to anticipate office needs.</li>
<li>Must have excellent proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).</li>
<li>Must be able to run Zoom meetings.</li>
<li>Demonstrated commitment to serving the needs of a diverse population with cultural competence and sensitivity required.</li>
</ul>
Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.</div>

Administrative Manager

Emery Celli Brinckerhoff Abady Ward & Maazel LLP

<div>Emery Celli Brinckerhoff Abady Ward &amp; Maazel LLP (www.ecbawm.com) is seeking to hire a Legal Assistant immediately. Currently thirty-four lawyers, the firm is a litigation boutique with a diverse mix of cases in both civil rights and complex commercial litigation. Our civil rights practice focuses on police misconduct, First Amendment rights, election law, employment and housing discrimination, prisoners' rights, education law, and class action litigation. The firm's commercial litigation practice serves a broad range of clients, from publicly traded corporations to individuals to small businesses.

The successful candidate will interact with teams of attorneys, paralegals, and legal assistants in managing complex litigation support efforts, and the Operations Manager and Staff Manager to provide administrative and operational support. The candidate must be able to work in a fast-paced environment and handle multiple tasks for 4-5 attorneys, the Operations Manager and the Staff Manager. The candidate must also be willing and able to work overtime as needed. This position requires a commitment to be in the firm's Rockefeller Center office on all business days and a two-year commitment in the role.

The salary for this position is expected to be between $75,000 and $85,000 per year, not including overtime. The successful candidate will be eligible to receive an annual discretionary bonus and to take part in the firm's generous benefits program, which includes comprehensive health insurance at no cost to the employee, options for dental and vision insurance, 401(k) profit sharing, and a monthly commuting benefit. 

ROLE &amp; RESPONSIBILITIES:
Assist attorneys and managers in all aspects, including but not limited to the following:

Litigation Support
<ul>
<li>Draft, proof, and edit a wide variety of forms, retainers, correspondence, and legal documents</li>
<li>Arrange and format documents in the appropriate legal format</li>
<li>Manage and update attorney calendars and contacts in Microsoft Outlook</li>
<li>Schedule and coordinate meetings with clients/co-counsel; make necessary reservations</li>
<li>Serve as a point of contact for client communications and relations</li>
<li>Assist attorneys with their time entries</li>
<li>Copy, fax, scan, and file legal documents</li>
<li>Record CLE credits and handle attorney registration/admission processes</li>
<li>Coordinate travel itineraries and hotel accommodations</li>
<li>Support attorneys with confidential personal matters</li>
<li>Answer multi-line phone system and take messages</li>
<li>Prepare exhibits and supporting materials for court appearances, depositions, conferences, and trial</li>
<li>Handle court filings and service</li>
<li>Format legal briefs and prepare tables of contents and tables of authorities</li>
<li>Prepare, send, and follow up on medical records requests</li>
<li>Organize and maintain physical and electronic case files</li> 
</ul>
Administrative Support
<ul>
<li>Assist with supply management: track inventory, place orders, and maintain stock of office and kitchen supplies</li>
<li>Support daily kitchen prep: restock beverages and snacks, maintain cleanliness and organization</li>
<li>Assist with preparing conference rooms and offices with necessary technology and materials for meetings</li>
<li>Assist with events management including planning, setup/breakdown, managing RSVPs, room bookings, catering, etc.</li>
<li>Assist with occasional early morning/evening facilities tasks</li> 
</ul>
REQUIREMENTS:
<ul>
<li>Bachelor's Degree or equivalent experience preferred</li>
<li>A two-year commitment in the role</li>
<li>Three to five years of legal assistant or executive assistant experience</li>
<li>Solid communication and interpersonal skills with a positive, can-do attitude</li>
<li>Excellent customer service skills with a professional demeanor</li>
<li>Ability to be resourceful and proactive when issues arise</li>
<li>Highly organized, strong attention to detail, stellar proofreading skills and adherence to deadlines</li>
<li>Fast and accurate typing, with excellent spelling and transcription skills</li>
<li>Experience working in a fast-paced, team environment</li>
<li>Proficient in Microsoft Products (Word, Excel, Outlook, PowerPoint)</li>
<li>Experience creating a Table of Contents (TOC) and Table of Authorities (TOA)</li>
<li>Ability to multitask, prioritize, and manage time effectively in a busy environment</li>
<li>Experience supporting office administration and administrative responsibilities in a professional setting</li>
<li>Professional discretion and ability to maintain strict confidentiality and handle confidential information</li>
<li>Comfortable lifting up to 25 lbs. and standing for extended periods when assembling materials</li>
<li>Willingness to work overtime as needed</li>
</ul>
The firm is an equal opportunity employer and encourages people with diverse backgrounds and experiences to apply. Applicants should submit a cover letter, resume, and a list of three references, with all three documents combined into a single PDF, using the following file name convention: &quot;FirstName LastName_ECBAWM Legal Assistant Application.pdf&quot;, and uploaded in the 'Resume' field below.

Applications should be submitted as soon as possible to the attention of The Hiring Committee. No telephone calls, recruiters, or headhunters, please.
The application deadline is May 1, 2026.</div>

Legal Assistant

Atrium

<div>
 
 Client Overview
 
 
 
 Our client, a reputable, fast-paced real estate and property leasing firm based in New York City, is seeking a sharp, organized
 
 Administrative Assistant
 
 to support internal operations and office management. Known for their hands-on approach and dynamic portfolio of residential and commercial properties, the firm offers a collaborative and fast-moving work environment ideal for early-career professionals looking to grow in the real estate space. If you are a highly organized Administrative Assistant with an interest in real estate and team operations, this is a great chance to work in a professional, high-energy environment with long-term potential.
 
 
 
 Salary/Hourly Rate
 
 
 
 $30/hr
 
 
 
 Position Overview
 
 
 
 The Administrative Assistant will play a key role in supporting brokers, leasing agents, and office staff with scheduling, internal communication, and document management. The ideal Administrative Assistant is detail-oriented, resourceful, and confident working in a client-facing environment. This is a strong opportunity for an Administrative Assistant looking to grow within a real estate or leasing firm.
 
 
 
 Responsibilities Of The Administrative Assistant
 
 
 
 <ul>
 <li>
 Provide administrative support to Brokers, Leasing Managers, and Operations staff.
 </li>
 <li>
 Coordinate internal meetings, manage calendars, and assist with scheduling property tours.
 </li>
 <li>
 Maintain databases of current listings, tenant inquiries, and property information.
 </li>
 <li>
 Assist with document preparation, lease paperwork, and filing systems.
 </li>
 <li>
 Track deadlines for lease renewals, applications, and follow-up items.
 </li>
 <li>
 Support office operations, ordering supplies, and managing vendor communication.
 </li>
 <li>
 Greet guests, clients, and tenants at the front desk and maintain a professional presence.
 </li>
 <li>
 Prepare materials for internal meetings, client presentations, and property tours.
 </li>
 <li>
 Communicate with tenants and clients to assist with inquiries and scheduling needs.
 </li>
 <li>
 Take on additional tasks and special projects as assigned by leadership.
 
 
 </li>
 </ul>
 
 Required Experience/Skills for the Administrative Assistant:
 
 
 
 <ul>
 <li>
 1 - 3 years of experience in an Administrative Assistant or front office role.
 </li>
 <li>
 Strong organizational, communication, and multitasking skills.
 </li>
 <li>
 Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
 </li>
 <li>
 Comfortable working in a client-facing, deadline-driven environment.
 </li>
 <li>
 Ability to work independently and maintain a high level of professionalism.
 
 
 </li>
 </ul>
 
 Preferred Experience/Skills for the Administrative Assistant:
 
 
 
 <ul>
 <li>
 Previous experience in a real estate, leasing, or property management office.
 </li>
 <li>
 Familiarity with platforms like Yardi, AppFolio, or CRM systems.
 </li>
 <li>
 Interest in the NYC real estate market and property lifecycle.
 </li>
 <li>
 Ability to support multiple team members and adapt to shifting priorities.
 
 
 </li>
 </ul>
 
 Education Requirements:
 
 
 
 <ul>
 <li>
 Bachelor's degree is preferred.
 
 
 </li>
 </ul>
 
 Benefits:
 
 
 
 <ul>
 <li>
 Potential for a temp-to-perm Administrative Assistant opportunity.
 </li>
 <li>
 Access to company listings, training, and real estate networking events.
 </li>
 <li>
 Direct support from experienced leasing and property professionals.
 </li>
 <li>
 Atrium Care Package available, upon eligibility (including healthcare plans, discount programs, and paid time off).
 
 
 </li>
 </ul>
 By applying to this job, you agree to receive calls, AI-generated calls, text messages, and/or emails from Atrium and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to opt out on any message you receive. For more details, please review our Terms of Use and Privacy Policy .
 
 
 As a woman-owned firm, we value diversity. We are an equal opportunity and affirmative action employer and will consider all applications without regard to race, sex (including gender, pregnancy, sexual orientation and gender identity), age, color, religion or creed, national origin or ancestry, veteran status, disability (physical or mental), genetic information, citizenship or any other characteristic protected by law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Candidates who apply for roles through the Atrium website will be added to our candidate pool and may be considered for additional roles of a similar title. Please contact us to request an accommodation.
 
 
 EOE/M/F/D/V/SO
 
 
 Position ID: 392332
</div>

Administrative Assistant - 392332

<div>
 
 Client Overview
 
 
 
 Our client is a nonprofit organization in the education field that works to expand access to quality learning opportunities for underserved communities. Its programs often focus on areas such as literacy, STEM education, teacher training, or college readiness. The organization partners with local communities to deliver resources, mentorship, and curriculum support. They are seeking a reliable, experienced
 
 Administrative Assistant
 
 to help their Executive Leadership team.
 
 
 
 Salary/Hourly Rate
 
 
 
 $25/hr - $30/hr
 
 
 
 Position Overview
 
 
 
 The Administrative Assistant will take the approach that no job is too big or too small. This role will be comprised of administrative tasks supporting various Directors in calendar management, travel, and expenses. Additionally, the role will support general office assistant duties such as answering phones, organizing mail, and greeting guests.
 
 
 
 Responsibilities Of The Administrative Assistant
 
 
 
 <ul>
 <li>
 Support calendar management for Directors.
 </li>
 <li>
 Oversee general office administrative tasks such as ordering office supplies, managing mail, and answering incoming calls.
 </li>
 <li>
 Provide administrative support including scheduling meetings, managing calendars, and coordinating travel arrangements.
 </li>
 <li>
 Assist in the preparation of marketing materials, presentations, and reports.
 </li>
 <li>
 Maintain and organize digital and physical files, ensuring easy access to information.
 </li>
 <li>
 Manage office supplies and inventory, placing orders as needed.
 </li>
 <li>
 Support project management by tracking deadlines and deliverables.
 </li>
 <li>
 Communicate effectively with team members and clients, providing updates as necessary.
 </li>
 <li>
 Assist in the planning and execution of company events and initiatives.
 </li>
 <li>
 Perform other related duties as assigned.
 
 
 </li>
 </ul>
 
 Required Experience/Skills for the Administrative Assistant:
 
 
 
 <ul>
 <li>
 Self-starter with a proactive, go-getter personality.
 </li>
 <li>
 Prior administrative internships or professional administrative experience required.
 </li>
 <li>
 3-5 years of prior administrative experience.
 
 
 </li>
 </ul>
 
 Preferred Experience/Skills for the Administrative Assistant:
 
 
 
 <ul>
 <li>
 Willingness to learn and grow with the organization.
 </li>
 <li>
 Positive personality.
 </li>
 <li>
 Professional demeanor with strong communication skills.
 
 
 </li>
 </ul>
 
 Education Requirements:
 
 
 
 <ul>
 <li>
 Bachelor's degree required.
 
 
 </li>
 </ul>
 
 Benefits:
 
 
 
 <ul>
 <li>
 Atrium Care Package available, upon eligibility (including healthcare plans, discount programs, and paid time off).
 
 
 </li>
 </ul>
 By applying to this job, you agree to receive calls, AI-generated calls, text messages, and/or emails from Atrium and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to opt out on any message you receive. For more details, please review our Terms of Use and Privacy Policy .
 
 
 As a woman-owned firm, we value diversity. We are an equal opportunity and affirmative action employer and will consider all applications without regard to race, sex (including gender, pregnancy, sexual orientation and gender identity), age, color, religion or creed, national origin or ancestry, veteran status, disability (physical or mental), genetic information, citizenship or any other characteristic protected by law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Candidates who apply for roles through the Atrium website will be added to our candidate pool and may be considered for additional roles of a similar title. Please contact us to request an accommodation.
 
 
 EOE/M/F/D/V/SO
 
 
 Position ID: 393072
</div>

Administrative Assistant - 393072

<div>
 
 Client Overview
 
 
 
 Our client, a reputable financial services company in New York City, is seeking a detail-oriented and professional
 
 Administrative Assistant
 
 to support daily office operations. This role is ideal for someone with strong administrative experience who thrives in a structured, fast-paced corporate finance environment.
 
 
 
 Salary/Hourly Rate
 
 
 
 $26/hr
 
 
 
 Position Overview
 
 
 
 The Administrative Assistant will provide administrative and operational support to internal teams and leadership. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while maintaining professionalism. The position is fully onsite.
 
 
 
 Responsibilities Of The Administrative Assistant
 
 
 
 <ul>
 <li>
 Provide administrative support to executives and department teams.
 </li>
 <li>
 Manage calendars, schedule meetings, and coordinate appointments.
 </li>
 <li>
 Prepare reports, presentations, and business correspondence.
 </li>
 <li>
 Handle data entry, filing, scanning, and document management.
 </li>
 <li>
 Coordinate internal meetings and assist with conference room scheduling.
 </li>
 <li>
 Support office operations, including ordering supplies and coordinating vendors.
 </li>
 <li>
 Assist with travel arrangements and expense tracking as needed.
 </li>
 <li>
 Maintain organized records and assist with special projects.
 
 
 </li>
 </ul>
 
 Required Experience/Skills for the Administrative Assistant:
 
 
 
 <ul>
 <li>
 2+ years of administrative assistant experience in a corporate environment.
 </li>
 <li>
 Strong communication and interpersonal skills.
 </li>
 <li>
 Highly organized with strong attention to detail.
 </li>
 <li>
 Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
 </li>
 <li>
 Ability to multitask and meet deadlines in a fast-paced environment.
 </li>
 <li>
 Professional, polished demeanor.
 
 
 </li>
 </ul>
 
 Preferred Experience/Skills for the Administrative Assistant:
 
 
 
 <ul>
 <li>
 Experience working in finance or financial services environments.
 </li>
 <li>
 Experience supporting multiple teams or senior leadership.
 
 
 </li>
 </ul>
 
 Education Requirements:
 
 
 
 <ul>
 <li>
 High school diploma is required.
 </li>
 <li>
 Bachelor's degree is preferred.
 
 
 </li>
 </ul>
 
 Benefits:
 
 
 
 <ul>
 <li>
 Atrium Care Package available, upon eligibility (including healthcare plans, discount programs, and paid time off).
 
 
 </li>
 </ul>
 By applying to this job, you agree to receive calls, AI-generated calls, text messages, and/or emails from Atrium and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to opt out on any message you receive. For more details, please review our Terms of Use and Privacy Policy .
 
 
 As a woman-owned firm, we value diversity. We are an equal opportunity and affirmative action employer and will consider all applications without regard to race, sex (including gender, pregnancy, sexual orientation and gender identity), age, color, religion or creed, national origin or ancestry, veteran status, disability (physical or mental), genetic information, citizenship or any other characteristic protected by law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Candidates who apply for roles through the Atrium website will be added to our candidate pool and may be considered for additional roles of a similar title. Please contact us to request an accommodation.
 
 
 EOE/M/F/D/V/SO
 
 
 Position ID: 392074
</div>

Administrative Assistant - 392074

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