administrative assistant

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administrative assistant (external agency staff) Jobs in New York

executive administrative assistant Jobs in New York

executive administrative assistant

administrative assistant coordinator

Gensler

<div>
 
 Your Role
 
 
 
 Join a fast paced, collaborative environment where all team members approach every challenge with a can-do spirit. Use your passion for service and attention to detail to help the Gensler team bring designs to life.
 
 
 As a
 
 Studio Coordinator
 
 , you will provide administrative support to a team of industry-leading designers and architects. You enjoy helping others prioritize and manage their schedules. You're at the heart of your studio&rsquo;s activities and the soul that keeps your studio and projects moving forward. Coordinators act as an ambassador for their studio and a liaison between their directors/principals, project teams and many others.
 
 
 
 What You Will Do
 
 
 
 <ul>
 <li>
 Support Studio Directors and Principals with all administrative needs, including scheduling of meetings, expense reports, correspondence, travel arrangements, etc.
 </li>
 <li>
 Assist Studio Director with operational aspects of running the studio, including but not limited to, organizing studio meetings, weekly and monthly staffing, financial tracking, timecard and PTO tracking and approvals, proposal/presentation preparation, PDP (Professional Development Planning) coordination for studio team members and you.
 </li>
 <li>
 Partner with Studio Directors, Principals and Design Managers on coordinating on-site client meetings with the NY office hospitality team.
 </li>
 <li>
 Engage in office culture, plan studio meetings, retreats, outings, and celebrations.
 </li>
 <li>
 Work with the studio to maintain an organized studio space.
 </li>
 <li>
 Consistently provide a high level of customer service to Gensler staff, clients, vendors, business partners and guests while at times, being the client interface.
 </li>
 <li>
 Collaborate with other Studio Coordinators to cover Principals/Studio Directors/studios as needed and on special projects.
 </li>
 <li>
 Serve as back-up for reception and other Studio Coordinators as needed.
 
 
 </li>
 </ul>
 
 Your Qualifications
 
 
 
 <ul>
 <li>
 Must have at least 3-5 years of experience in an administrative support position
 </li>
 <li>
 Bachelor&rsquo;s degree is required
 </li>
 <li>
 Experience in a professional service firm preferred
 </li>
 <li>
 Proficient in Microsoft Office (Word, Excel, etc), Microsoft Teams &ndash; Tableau is a plus
 </li>
 <li>
 Strong knowledge of PowerPoint required &ndash; Adobe InDesign and Miro is a plus
 </li>
 <li>
 Strong attention to detail and the ability to multi-task and prioritize required
 </li>
 <li>
 Excellent verbal and written communication a must
 </li>
 <li>
 Ability to communicate and interact effectively with all levels of management
 </li>
 <li>
 Exceptional customer service orientation
 </li>
 <li>
 Must be self-motivated, resourceful and entrepreneurial
 </li>
 <li>
 Please submit your resume as a PDF, Word documents will not be accepted
 </li>
 <li>
 The base salary range will be estimated between $67,500 -77,500 plus bonuses and benefits and contingent on relevant experience.
 
 
 </li>
 </ul>
 
 Life at Gensler
 
 
 
 At Gensler, we are as committed to enjoying life as we are to delivering best-in-class design. From curated art exhibits to internal design competitions to &ldquo;Well-being Week,&rdquo; our offices reflect our people&rsquo;s diverse interests.
 
 
 We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical, dental, vision, disability, wellness programs, flex spending, paid holidays, and paid time off. We also offer a 401k, profit sharing, employee stock ownership, and twice annual bonus opportunities. Our annual base salary range has been established based on local markets.
 
 
 As part of the firm&rsquo;s commitment to licensure and professional development, Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programs or classes. We view our professional development programs as strategic investments in our future.
</div>

Studio Coordinator / Administrative Assistant

Block By Block

<div><div>Job Summary:

The Administrative Assistant provides essential support for various functions and completes a variety of tasks. This includes, but is not limited to: providing administrative support for multiple individuals, payroll, supply management, recruiting, and smartphone setup.

Pay Rate: $30.00/hourly

3+ years of administrative experience in an airport REQUIRED

Essential Functions:
<ul>
<li>Provides communication support between management and front-line employees</li>
<li>Manages coding of invoices</li>
<li>Performs data entry and spreadsheet maintenance for the balancing of billing and payroll reporting</li>
<li>Updates various reports and spreadsheets</li>
<li>Maintains and updates the training manual with current processes</li>
<li>Manages training reminder notices and updates learner access</li>
<li>Tracks employee statuses &amp; supplies monthly inactive reports</li>
<li>Manages SharePoint document updates</li>
<li>Sets up smartphones
</li><li>Other HPS administrative duties as assigned</li>
</ul>
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

We are proud to offer the following benefits:
<ul><li>Insurance: Medical with available FSA and/or HSA, Dental, Vision, Short-Term and Long-Term Disability, Life, and Accidental Death and Dismemberment, Critical Illness, and Accident.</li>
<li>Paid time off: Vacation, Sick Time and/or PTO (Only where required by local requirements and contract agreements), Paid Leave (only where required by law), Holidays (only where required by contract agreement), Floating Holidays (only where required by contract agreement), Birthday Pay (eligible after one year of service at most locations unless otherwise stated in CBA), Jury Duty (only where required by law).</li>
<li>Other: 401K Retirement Savings Plan</li>
</ul>
Block by Block is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
</div>Requirements:
<div>Requirements:
<ul>
<li>Must be 18 years or older.
</li><li>Must have a High School Diploma or GED.
</li><li>Associate Degree in a related field, such as Business Administration, is preferred but is not required</li>
<li>Minimum of three (3) years of experience providing administrative-related functions</li>
<li>Minimum of one (1) year of accounting and bookkeeping experience is required</li>
<li>Minimum of two (2) years of data entry experience is required</li>
<li>Minimum of two (2) years of experience using MS Word, Outlook, and EXCEL</li>
<li>Must have excellent communication skills. The ability to read, write and speak proficiently in the English language is required.</li>
<li>Excellent written and verbal communication skills</li>
<li>Analytical &amp; multitasking capabilities</li>
<li>Flexible and adaptable in performing duties and responsibilities</li>
<li>Ability to exercise sound judgment and make decisions in relation to essential job functions</li>
<li>Ability to interact professionally with all levels</li>
<li>Ability to build and maintain positive relationships</li>
<li>Self-starter with excellent dependability and integrity</li>
</ul>
Physical Demands and Work Environment:
<ul>
<li>Must have the physical capacity to sit at a desk using a computer for long periods of time during an eight-hour shift, with normal breaks and rest periods.
</li><li>Requires substantial movements (motions) of the wrists, hands, and/or fingers.</li>
<li>Requires close visual acuity to perform an activity such as: preparing reports; viewing a computer terminal; reading.
</li><li>Ability to stand or walk for long periods of time</li>
<li>The noise level in the work environment is usually moderate.</li>
</ul>
</div> 
Shift: 1st Shift
 
Req Benefits:
<div>We are proud to offer the following benefits:
<ul>
<li>Insurance: Medical with available FSA and/or HSA, Dental, Vision, Short-Term and Long-Term Disability, Life, and Accidental Death and Dismemberment, Critical Illness, and Accident.</li>
<li>Paid time off: Vacation, Sick Time and/or PTO (Only where required by local requirements and contract agreements), Paid Leave (only where required by law), Holidays (only where required by contract agreement), Floating Holidays (only where required by contract agreement), Birthday Pay (eligible after one year of service at most locations unless otherwise stated in CBA), Jury Duty (only where required by law).</li>
<li>Bonuses: Availability of bonuses varies and is dependent on multiple factors including but not limited to: location, position and contract agreements. Employee Recognition Awards, Employee Referral Bonus Program (select positions only), Bonus Program (Operations Manager, RVP, and executive positions only).</li>
<li>Other: 401K Retirement Savings Plan, Vehicle Allowance (only available for specific corporate positions, based on location and position).</li>
</ul>
</div> 
Compensation: $30.00-$30.00</div>

Administrative Assistant- LaGuardia Airport ACES Program

MOMO HOLDINGS LLC

<div>Momofuku
Momofuku was founded by chef David Chang in 2004 with the opening of Momofuku Noodle Bar in New York City. Credited with &ldquo;the rise of contemporary Asian-American cuisine&rdquo; by the New York Times and named the &ldquo;most important restaurant in America&rdquo; by Bon App&eacute;tit magazine, Momofuku has restaurants in the New York, Los Angeles, and Las Vegas as well as Momofuku Goods, a line of restaurant-grade products for home cooks.
The Executive and Office Administrative Assistant is central to supporting Momofuku&rsquo;s business by effectively programming the Chief Operating Officer and Chief Executive Officer&rsquo;s time and communications, along with maintaining the home base office. This position will provide executive level communications support for the COO and CEO and is central to the development and maintenance of the Executive Officer&rsquo;s relationships with internal and external stakeholders and will contribute to our office culture with a professional and welcoming personality. Our office is used by various teams that support our restaurants and consumer packaged goods (CPG). This position will serve as the first point of contact for our headquarters, making it vital to positively represent the Momofuku brand to all guests and employees.
Responsibilities
EXECUTIVE RESPONSIBILITIES<ul><li>
Manage calendars. This includes accuracy in scheduling appointments, arranging and rearranging meetings, anticipating needs, setting up and scheduling meals/tasting, and setting up any necessary meeting technology.</li><li>
Assist top leadership with research projects, e.g. competitive analysis</li><li>
Process and track expenses accurately and timely</li><li>
On-call assistance including: professional errands, scheduling appointments, calendar management, coordinating travel &amp; logistics, and providing support as needed</li><li>
Assist with Board Member engagement including coordinating quarterly meetings</li><li>
Schedule PX reservations, as needed</li><li>
Ship CPG products to VIP guests, company stakeholders, etc.</li><li>
Lead development to execution of town hall and other key company communication efforts</li><li>
Support the deployment of new managers, welcome kits and other gifts to support the people team and employee engagement</li><li>
Manage interoffice communication between departments and home base regarding office events, closures and work schedules.</li><li>
Support leadership retreat activities, from site selection, agenda, travel, supplies, meals and activities</li><li>
Support development of business materials including but not limited to PowerPoint decks, organizational charts and field communications.</li><li>
Be a trusted confident with sensitive company material.</li></ul>
OFFICE RESPONSIBILITIES<ul><li>
Greet guests, employees and new hires</li><li>
Manage the conference and meeting spaces, ensuring that executive meeting needs are always met</li><li>
Maintain a clean office environment including the receiving, distribution of packages and mail to departments</li><li>
Maintain stock levels for office and kitchen supplies</li><li>
Monitor office expenses and submit purchase requests to management when necessary</li><li>
Oversee shipping accounts, receive and distribute mail and deliveries including CPG items</li><li>
Work with cleaning company to maintain office cleanliness, appearance and order</li><li>
Assist management with various office events and programming</li><li>
Proactively update and evolve systems and protocols for efficiency and success.</li></ul>
Required Qualifications<ul><li>
At least 1 year of experience as an Office Coordinator/Receptionist or Executive Assistant
</li><li>Organizational skills and attention to detail</li><li>
Ability to provide excellent customer service with a friendly demeanor</li><li>
Well spoken, courteous and professional</li><li>
A team player with a can-do-anything attitude</li><li>
Detail-oriented and always thinking at least one step ahead</li><li>
Excellent time management and ability to prioritize numerous tasks</li><li>
Knowledge/experience in the hospitality industry and a desire to learn more!</li></ul>
Preferred Qualifications<ul><li>
At least 2 years of experience as an Office Coordinator/Receptionist or Executive Assistant</li><li>
Bi-lingual in Spanish</li><li>
Administrative assistant experience in the hospitality or CPG industry</li></ul>
Physical Demands<ul><li>
The physical demands for this position are seeing, hearing, speaking, reaching, occasionally lifting up to 50 pounds, sitting, standing, bending, and moving intermittently during working hours. These physical requirements may be accomplished with or without reasonable accommodation.</li></ul>
Momofuku reserves the right to add or delete duties and responsibilities at the discretion of Momofuku or its managers. This job description is intended to describe the general level of work being performed. It is not intended to be all-inclusive.
Momofuku is proud to be an Equal Opportunity Employer. We do not discriminate on the basis of race, color, creed, religion, gender (including gender identity or expression), pregnancy, childbirth or related medical conditions, sexual orientation, marital status, domestic violence, sexual violence or stalking victim status, ancestry, national origin, alienage or citizenship, age, disability, military or veteran status, genetic information or predisposing genetic characteristic, or other protected status.
Pay Scale Metrics
Momofuku Executive Assistant employed in our New York City operations function within a pay band of $66.300 - $75,000. The metrics for each individual pay is as follows: If a candidate meets all role Requirements, he/she/they are considered qualified for the position and eligible to receive a salary of $66,300.
For every Preferred Requirement a candidate meets, they are eligible to receive an additional $1,000</div>

Executive Assistant

Touro University New York

<div>Overview:
<div>
The Project Coordinator &amp; Grants Assistant provides executive level administrative support to the Senior Vice President of Operations. In addition, the incumbent will support various architecture and construction projects as a member of the Operations team, focusing on project management, and will provide support for the administration of grants at Touro University New York.</div>
Responsibilities:
<div>
Responsibilities include but are not limited to:</div><ul><li>
Executive level support to the Senior Vice President of Operations.</li><li>
General administrative support for the department of Operations and assignment to special projects as determined by SVP.</li><li>
Provide project support and assistance to the Operations team for architectural and construction projects.</li><li>
Requires communication and coordination with external firms and partners.</li><li>
Participates and attends meetings as needed.</li><li>
Creates files and follows-up with any missing documentation.</li><li>
Review documents maintain files as necessary.</li><li>
Meets and greets all visitors to the SVP Operations.</li><li>
Processes on-line documents, requisitions for Banner, subscriptions, imprint orders.</li><li>
Interacts with different departments and employees of all levels including upper level personnel.</li><li>
Prepares requisitions for department follows up on difficulties; keeps track of all orders by the department.</li><li>
Manages calendar and sets up appointments for the Senior Vice President.</li><li>
Ordering supplies typing memos, letters, and general correspondence.</li><li>
Entering and updating information into the system and creates reports.</li><li>
Screen grant applications and reporting materials for completeness and follow up with applicants as needed.</li><li>
Compile, maintain, and file all Grants reports, records, and other documents as required.</li></ul>
Qualifications:
<h4 class="jobSectionHeader">Education/Experience</h4><ul><li>
Bachelor's degree preferred.</li><li>
Project management or project support courses/certification</li><li>
Previous experience with general office administrative responsibilities and procedures</li><li>
Project management or project support experience in a team based setting</li></ul><h4 class="jobSectionHeader">
Knowledge/Skills/Abilities</h4><ul><li>
Familiarity with architectural design and construction projects</li><li>
Strong communication skills both oral and written</li><li>
Superior organization skills including ability to prioritize tasks and work with minimal direction</li><li>
Proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, Outlook.</li></ul><h4 class="jobSectionHeader">
Travel</h4><ul><li>
Minimal travel primarily to NY campus locations as needed</li></ul><h4 class="jobSectionHeader">
Working Conditions</h4><ul><li>
Able to lift up to 5 lbs.</li></ul>
Maximum Salary: USD $65,656.00/Yr. Minimum Salary: USD $52,525.00/Yr.</div>

Project Coordinator & Grants Assistant

Talentoma

<div>
 
 Job Title: Remote Hiring Coordinator
 
 
 
 
 
 
 Monthly Pay:
 
 $5,400 &ndash; $6,200
 
 
 
 
 
 
 Summary:
 
 
 
 The Remote Hiring Coordinator supports recruitment operations by coordinating interviews, managing applicant communications, and assisting with hiring processes.
 
 
 
 
 
 
 Job Responsibilities:
 
 
 <ul>
 <li>
 Schedule candidate interviews.
 </li>
 <li>
 Communicate with applicants.
 </li>
 <li>
 Maintain hiring records.
 </li>
 <li>
 Support onboarding coordination.
 </li>
 <li>
 Track recruitment progress.
 </li>
 <li>
 Assist hiring managers.
 </li>
 </ul>
 
 
 
 
 
 Qualifications:
 
 
 <ul>
 <li>
 Recruiting, HR, or administrative experience preferred.
 </li>
 <li>
 Strong organizational abilities.
 </li>
 <li>
 Excellent communication skills.
 </li>
 <li>
 Attention to detail.
 </li>
 <li>
 Ability to manage multiple priorities.
 </li>
 </ul>
 
 
 
 
 
 Perks &amp; Benefits:
 
 
 <ul>
 <li>
 Monthly pay: $5,400&ndash;$6,200
 </li>
 <li>
 Fully remote recruiting role
 </li>
 <li>
 Paid training
 </li>
 <li>
 Career advancement opportunities
 </li>
 <li>
 Supportive virtual work environment
 </li>
 </ul>
</div>

Remote Hiring Coordinator

Atrium

<div>
 
 Client Overview
 
 
 
 Our client is a prestigious and rapidly growing law firm seeking experienced
 
 Administrative Assistants
 
 to support Partners and Attorneys in a fast-paced, client-focused legal environment. This is an excellent opportunity for someone with prior law firm experience who enjoys providing high-level administrative support and is looking for long-term growth within a professional services organization.
 
 
 
 Salary/Hourly Rate
 
 
 
 $35/hr - $45/hr
 
 
 
 Position Overview
 
 
 
 The Administrative Assistant will provide comprehensive support to Partners and Associates, acting as a key liaison between attorneys, clients, and internal departments. This role requires exceptional attention to detail, strong organizational skills, and the ability to manage multiple priorities while maintaining a high level of professionalism.
 
 
 The ideal candidate will have prior law firm experience and be comfortable supporting senior-level legal professionals in a demanding, deadline-driven environment.
 
 
 
 Responsibilities Of The Administrative Assistant
 
 
 
 <ul>
 <li>
 Provide administrative support to Partners and Associates.
 </li>
 <li>
 Manage calendars, schedule meetings, and coordinate appointments.
 </li>
 <li>
 Arrange complex domestic and international travel and prepare detailed itineraries.
 </li>
 <li>
 Draft, edit, proofread, and format correspondence, presentations, reports, and legal documents.
 </li>
 <li>
 Serve as a primary point of contact for clients and internal stakeholders.
 </li>
 <li>
 Process expense reports, invoices, reimbursements, and billing-related documentation.
 </li>
 <li>
 Assist with time entry, billing review, and administrative tracking.
 </li>
 <li>
 Coordinate courier services, shipments, and document deliveries.
 </li>
 <li>
 Maintain business contacts and assist with business development activities.
 </li>
 <li>
 Support internal and external meetings, including catering and event coordination.
 </li>
 <li>
 Handle filing, scanning, copying, and document management tasks.
 </li>
 <li>
 Assist with special projects and provide backup support to team members as needed.
 
 
 </li>
 </ul>
 
 Required Experience/Skills For The Administrative Assistant
 
 
 
 <ul>
 <li>
 Minimum 2+ years of law firm administrative experience required.
 </li>
 <li>
 Experience supporting attorneys, partners, or senior legal professionals.
 </li>
 <li>
 Strong calendar management and travel coordination experience.
 </li>
 <li>
 Excellent written and verbal communication skills.
 </li>
 <li>
 Exceptional attention to detail and organizational skills.
 </li>
 <li>
 Ability to manage multiple priorities and deadlines simultaneously.
 </li>
 <li>
 Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
 </li>
 <li>
 Professional demeanor with strong client-service skills.
 
 
 </li>
 </ul>
 
 Preferred Experience/Skills For The Administrative Assistant
 
 
 
 <ul>
 <li>
 Experience with legal billing, expense management, and timekeeping systems.
 </li>
 <li>
 Notary Public certification or willingness to obtain certification.
 </li>
 <li>
 Experience supporting litigation or corporate legal practices.
 
 
 </li>
 </ul>
 
 Education Requirements
 
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree preferred.
 
 
 </li>
 </ul>
 
 Benefits
 
 
 
 <ul>
 <li>
 Atrium Care Package available, upon eligibility (including healthcare plans, discount programs, and paid time off).
 
 
 </li>
 </ul>
</div>

Administrative Assistant

Ripco Real Estate

Job Overview We are seeking a highly organized and proactive Executive Assistant to support a key executive. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional administrative skills, attention to detail, and a positive, energetic attitude. As an integral part of our team, you will manage complex schedules, coordinate projects, and handle a variety of administrative tasks that keep our executive functioning at peak performance.Key Responsibilities Email Management (High Priority)<ul><li>Manage and organize a high-volume inbox, including drafting responses, flagging urgent items, and ensuring timely follow-up</li><li>Respond on behalf of the Owner when appropriate, maintaining tone and accuracy</li><li>Categorize, prioritize, and track key deal-related communications</li></ul>Calendar Management (High Priority)<ul><li>Maintain and coordinate a complex and constantly evolving calendar</li><li>Coordinate internal and external meetings, including preparing agendas</li><li>Proactively manage scheduling conflicts and ensure optimal time allocation</li><li>Prepare daily and weekly schedules with relevant context and material</li></ul>Administrative &amp; Operational Tasks<ul><li>Provide comprehensive administrative support such as drafting correspondence, proofreading documents</li><li>Manage office supplies inventory and oversee general office management duties to ensure a productive work environment</li><li>Provide personal assistant support as needed, while maintaining discretion</li></ul>Qualifications<ul><li>3&ndash;7+ years of experience as an Executive Assistant, preferably in real estate, finance, or a fast-paced professional services environment</li><li>Exceptional organizational skills and attention to detail</li><li>Strong written and verbal communication skills</li><li>Proven ability to manage high-volume email and complex scheduling</li><li>Ability to prioritize effectively and handle multiple tasks simultaneously</li><li>High level of discretion and confidentiality</li></ul>Technical Skills<ul><li>Proficiency in Microsoft Office (Outlook, Excel, PowerPoint)</li><li>Experience with CRM systems (e.g., Monday) is a plus</li></ul>Key Traits for Success<ul><li>Proactive and anticipatory mindset</li><li>Strong sense of urgency and responsiveness</li><li>Calm under pressure in a fast-paced deal environment</li><li>Highly professional with excellent judgment</li><li>Resourceful problem solver</li></ul>Join us in this exciting role where your organizational talents will empower our leadership team to achieve their goals! We value energetic professionals who are eager to contribute their skills in a vibrant workplace dedicated to excellence.Pay: $95,000.00 - $125,000.00 per yearBenefits:<ul><li>401(k)</li><li>Employee assistance program</li><li>Health insurance</li><li>Paid time off</li><li>Parental leave</li><li>Vision insurance</li></ul>Work Location: In person

Executive Assistant to Executive

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