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administrative assistant (external agency staff) Jobs in New York

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administrative assistant flight operations

SolomonEdwards

<div>
 
 
 Senior Administrative Assistant
 
 
 
 Our client is seeking a Senior Administrative Assistant to support the efficient day-to-day operations of its growing organization. This position plays a key role in providing administrative and operational support while contributing to the continuous improvement of business processes and overall firm operations. The ideal candidate is highly organized, detail-oriented, and personable, with the ability to manage multiple priorities and projects simultaneously in support of administrative, operational, and strategic initiatives.
 
 
 
 Key Responsibilities:
 
 
 <ul>
 <li>
 Provide administrative support to internal teams and external stakeholders, including scheduling, coordination, and planning activities.
 </li>
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 Coordinate recurring and ad hoc meetings by preparing materials, arranging catering, distributing information, and managing logistics.
 </li>
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 Manage travel schedules and create detailed travel itineraries.
 </li>
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 Oversee supplier fulfillment activities, including organizing incoming deliveries, distributing receivables, and maintaining office supply inventory.
 </li>
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 Support expense and travel management processes, including serving as backup for bi-weekly expense reporting.
 </li>
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 Manage calendars and scheduling for team leaders and key stakeholders.
 </li>
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 Perform reception responsibilities and provide general clerical support as needed.
 </li>
 </ul>
 
 
 
 
 
 Qualifications
 
 
 <ul>
 <li>
 5-10 years of experience in an administrative support, executive assistant, or similar role.
 </li>
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 Excellent written and verbal communication skills, with the ability to interact professionally across all levels of an organization.
 </li>
 <li>
 Strong emotional intelligence and interpersonal skills, with a proven ability to build positive relationships and collaborate effectively.
 </li>
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 Demonstrated sense of accountability, initiative, and ownership, with the ability to work both independently and as part of a close-knit team.
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 Self-motivated with a proactive approach and a strong commitment to continuous learning and professional growth.
 </li>
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 Highly resourceful, organized, and detail-oriented, with exceptional problem-solving and multitasking abilities.
 </li>
 </ul>
 
 
 
 
 
 The specific compensation for this role will be determined based on the education, experience, location and skill set of the individual selected for this position.
 
 
 
 
 
 
 
 SolomonEdwardsGroup, LLC is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, gender identity, sexual orientation, or protected veteran status.
 
 
 
 
 
 
 
 SolomonEdwardsGroup, LLC adheres to the California Consumer Privacy Act (CCPA). Your privacy is important to us, and we never sell your data to third parties. Personal information is only collected to match applicants with job opportunities. For more information on your rights, click here:
 
 
 
 https://solomonedwards.com/privacy-policy/#ccpa
 
 
 
 
 
</div>

Senior Administrative 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

Balsam Millwork

Overview We are seeking a highly organized and motivated part time Office Assistant to join our growing team. As a crucial member of our company, you will be responsible for supporting daily operations, ensuring a smooth workflow, and keeping the office running efficiently. The ideal candidate is a proactive problem-solver with excellent communication skills who can provide a warm, welcoming presence for visitors and staff.Key Responsibilities<ul><li>Reception &amp; Communication: Greet customers, manage the phone line, and direct calls/emails to appropriate staff.</li><li>Administrative Support: Prepare, proofread, and scan documents; update and maintain physical and digital filing systems.</li><li>Scheduling: Manage calendars, schedule appointments, and coordinate meetings</li><li>Office Operations: Order office supplies, manage inventory, and ensure office equipment (printers, computers, phone lines, etc) are operational.</li><li>Data Entry: Maintain records, update databases, and prepare reports using Microsoft software programs, Google docs, and other apps both online and desktop-based</li><li>Mail Management: Sort and distribute incoming mail and coordinate outgoing packages.</li><li>Office Maintenance: Keep the reception area, meeting rooms, common spaces, office bathroom, and break room organized, tidy, and clean</li></ul>Requirements<ul><li>Proven experience in office setting or a similar administrative role.</li><li>Proficiency in Sage or similar accounting software for bookkeeping purposes.</li><li>Proficiency in Microsoft programs as well as Google worksheets.</li><li>Exceptional organizational skills with the ability to manage multiple tasks simultaneously as well as prioritize tasks when necessary.</li><li>Excellent communication skills, both verbal and written, with a strong emphasis on phone etiquette.</li><li>Ability to be proactive and a self-starter.</li><li>Experience in the wood industry office management is a plus but not required.</li><li>Ability to work independently while also collaborating effectively within a team environment.</li></ul>Pay: $17.00 - $20.00 per hourBenefits:<ul><li>Employee discount</li><li>Flexible schedule</li></ul>People with a criminal record are encouraged to applyWork Location: In person

Office Assistant

Global Healthcare service inc

Job Overview Global Healthcare Services Inc., a leading travel nursing agency with over 15 years of experience, is seeking a diligent and organised Administrative Assistant to join our team. Based in our New York, NY office, this Full-Time position is crucial for ensuring the smooth and efficient operation of our agency. We specialise in staffing nursing jobs across New Jersey, New York, and other states, and this role will provide vital support to the team dedicated to helping healthcare professionals find satisfying career opportunities. The successful candidate will be a proactive problem-solver with exceptional communication skills and meticulous attention to detail. This position offers a competitive hourly rate of $20 - $28 per hour (USD). Responsibilities  <ul><li>Provide comprehensive administrative support to ensure efficient office operations.</li><li>Answer and direct phone calls, acting as a first point of contact for enquiries.</li><li>Organise and schedule appointments, meetings, and interviews for the recruitment team.</li><li>Assist in the preparation of regularly scheduled reports and presentations.</li><li>Manage and distribute incoming and outgoing correspondence, including emails and mail.</li><li>Support the onboarding process for new healthcare professionals by managing paperwork and data entry.</li><li>Maintain and update electronic and physical filing systems, ensuring all records are accurate and confidential.</li><li>Liaise with nurses and technicians to collect and verify necessary documentation and credentials.</li><li>Order office supplies and research new deals and suppliers.</li></ul>Qualifications  <ul><li>Proven experience as an Administrative Assistant or in a similar office support role.</li><li>Proficiency in the MS Office Suite, particularly MS Excel and MS Word.</li><li>Excellent time management skills and the ability to prioritise tasks effectively.</li><li>Strong organisational skills with a keen eye for detail.</li><li>Exceptional written and verbal communication skills.</li><li>Ability to handle sensitive information with the utmost discretion and confidentiality.</li><li>Experience within a healthcare or recruitment agency setting is desirable but not essential.</li></ul> Benefits  <ul><li>A competitive hourly wage.</li><li>The opportunity to be part of a supportive and dedicated team in a growing organisation.</li><li>Play a key role in supporting the careers of vital healthcare professionals.</li><li>Opportunities for professional development and growth.</li></ul>

Administrative Assistant

Clarity Recruiting

<div>
 
 Clarity Recruiting is looking for experienced support staff looking for their next opportunity. We have multiple clients looking for Receptionists/Administrative Assistants/Office Assistants on a temporary, temp to perm and permanent basis.
 
 
 
 
 
 The general hourly range for these roles are $18-27/hr DOE
 
 
 
 
 
 Responsibilities will possibly include:
 
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 Answer and direct phone calls
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 Organize and schedule appointments
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 Assist in the preparation of regularly scheduled reports
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 Update and maintain office policies and procedures
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 Order office supplies and research new deals and suppliers
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 Maintain contact lists
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 Book travel arrangements
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 Submit and reconcile expense reports
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 Act as the point of contact for internal and external clients
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 Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
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 </ul>
 
 
 
 
 Requirements and skills:
 
 <ul>
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 1-2+ years experience as a Receptionist, Administrative Assistant, Virtual Assistant or Office Administrative Assistant
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 Knowledge of office management systems and procedures
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 Proficiency in MS Office
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 Excellent time management skills and the ability to prioritize work
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 Attention to detail and problem solving skills
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 Excellent written and verbal communication skills
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 Strong organizational skills with the ability to multi-task
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 </ul>
</div>

Supergoop!

<div>
 
 Who we are:
 
 
 
 Hi, we&rsquo;re Supergoop! Since 2005, we&rsquo;ve been changing the way the world thinks about sunscreen. Today, we&rsquo;re as committed as ever to creating feel-good sunscreen that you&rsquo;ll really want to wear. Because protecting your skin&rsquo;s health is what we&rsquo;re all about. Every. Single. Day.&trade;
 
 
 
 Who you are:
 
 
 
 You are a highly organized and resourceful professional who thrives in a dynamic, people-first environment. You bring a strong sense of ownership to your work &mdash; anticipating needs, solving problems proactively, and ensuring that both the office and the people within it operate at their best.
 
 
 You are an effective communicator who can engage confidently across all levels of an organization, from first-time visitors to senior executives. You understand the importance of discretion, professionalism, and attention to detail &mdash; especially when supporting leadership. Above all, you are someone who takes pride in creating an environment where others can do their best work.
 
 
 
 Role &amp; Responsibilities
 
 
 
 This role sits at the intersection of office operations and executive support. Reporting to the CEO&rsquo;s Executive Assistant, this role serves as a key resource for both the day-to-day function of our office and the administrative needs of our leadership team.
 
 
 
 Office Management &amp; Operations
 
 
 
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 Maintain a clean, organized, and well-stocked office environment that reflects Supergoop!'s vibrant brand
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 Manage office inventory, including supplies, snacks, and equipment; anticipate needs before they become problems
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 Place and track orders; restock and organize supplies as needed
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 Coordinate with vendors for office services, maintenance, and deliveries
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 Ensure common areas, kitchens, and conference rooms are tidy, functional, and guest-ready at all times
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 Identify opportunities to improve office systems and processes
 
 
 
 </li>
 </ul>
 
 Reception &amp; Guest Experience
 
 
 
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 Serve as the first point of contact for all visitors, couriers, and guests &mdash; setting a warm, professional tone from the moment they walk in
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 Greet and assist guests, ensuring a seamless and welcoming experience that reflects our company culture
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 Manage incoming and outgoing mail and packages, including logging and routing as needed
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 Oversee conference room scheduling and setup, ensuring spaces are properly arranged and equipped
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 Support internal meetings with logistics coordination (room prep, AV setup, refreshments, etc.)
 
 
 
 </li>
 </ul>
 
 Administrative Support
 
 
 
 <ul>
 <li>
 Provide calendar support for several executives, including scheduling meetings, managing conflicts, and coordinating across time zones
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 Liaise closely with the CEO's Executive Assistant to align calendars and scheduling across the Executive Leadership Team (ELT)
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 Assist with meeting coordination and logistics, including preparing materials, taking notes, or arranging travel when needed
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 Support ad hoc administrative tasks and special projects as assigned
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 Handle sensitive information with a high degree of professionalism and discretion
 
 
 
 </li>
 </ul>
 
 Qualifications/Experience
 
 
 
 <ul>
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 1&ndash;3 years of experience in an office coordinator, administrative assistant, or receptionist role
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 Exceptional organizational skills with strong attention to detail
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 Strong written and verbal communication skills; professional and personable in all interactions
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 Proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets) and/or Microsoft Office
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 Ability to multitask, prioritize, and stay calm under pressure in a fast-paced environment
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 Proactive mindset &mdash; you anticipate needs and act without always being asked
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 Discretion and good judgment when handling confidential information
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 Experience supporting C-suite or senior executives
 
 
 
 </li>
 </ul>
 
 Nice-to-Haves:
 
 
 
 <ul>
 <li>
 Familiarity with tools like Slack, Zoom, Notion, or similar workplace platforms
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 <li>
 Background in consumer goods, beauty, retail, or a similarly dynamic industry
 </li>
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 A genuine passion for wellness, beauty, or the Supergoop! brand
 
 
 
 </li>
 </ul>
 
 Supergoop! shines bright for you and offers employees:
 
 
 
 <ul>
 <li>
 Health &amp; Wellness: Comprehensive medical, dental, and vision insurance, prescription coverage, and free preventive care.
 </li>
 <li>
 Savings &amp; Spending Accounts: Health Savings Account (HSA) with employer contributions, Flexible Spending Accounts (FSA) for healthcare, dependent care, and commuting.
 </li>
 <li>
 Family Support: Fertility and family-building benefits through Kindbody (IVF, IUI, egg/sperm freezing, and more), plus caregiving support resources.
 </li>
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 Mental Health &amp; Wellbeing: Access to mental health programs, financial counseling, and wellness perks through the Bennie Marketplace.
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 Income Protection: Company-paid life insurance, accidental death &amp; dismemberment (AD&amp;D), and short- and long-term disability coverage.
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 Lifestyle Perks: Commuter benefits, exclusive employee discounts through PerkSpot, and optional benefits such as pet insurance.
 </li>
 <li>
 Time Off: Four weeks of accrued Paid Time Off, generous Company Holiday Schedule, Unlimited sick time, Birth(day) off, Flexible Summer Friday&rsquo;s, 2-Week Work From Anywhere @ the end of August (conclusion to Summer), Soft Office Close from Christmas - New Years
 </li>
 <li>
 Future Planning: 401(k) retirement savings plan with company match.
 </li>
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 Employee Perks: Portfolio Rewards and Discounts, Product Discount, Troop Supergoop! Referral Program
 </li>
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 Environment: Hybrid work environment in bright and sunny offices in New York City
 
 
 
 </li>
 </ul>
 
 Starting Salary Range Based on Qualifications &amp; Experience:
 
 $70k - $80k/year + 8% bonus potential
 
 
 
 Supergoop! shines bright for you and offers US based full-time employees:
 
 
 
 <ul>
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 Comprehensive Health Benefits
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 Generous Paid Time Off Policy
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 401k with Company Match
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 Product Discounts
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 Employee Referral Program
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 Company and Team Off-Sites
 
 
 
 </li>
 </ul>
 
 EEO Statement:
 
 
 
 Supergoop! is dedicated to hiring a diverse workplace that celebrates an inclusive culture and a sense of belonging. As an equal opportunity employer, we do not discriminate based on race, color, religion, sex (including pregnancy, gender identity, gender expression, and sexual orientation), national origin, age, veteran status, genetic information or disability.
 
 
 
 Health and Safety Statement:
 
 
 
 The health and safety of you and the Supergoop! Team is important to us. Covid-19 vaccination will be required to work in our office.
</div>

Office and Administrative Assistant

NYC Alliance

<div>
 
 We are looking for a detail-oriented and highly organized Administrative Assistant to support our team at NYC Alliance Company LLC. In this role, you will be responsible for providing administrative support to ensure the efficient operation of the office. You will also assist with various tasks and projects as needed. Our ideal candidate will be someone who has prior experience within the fashion industry.
 
 
 
 
 Responsibilities:
 
 
 <ul>
 <li>
 Manage calendars, schedule appointments, and coordinate meetings.
 </li>
 <li>
 Answer phone calls and respond to emails in a professional manner.
 </li>
 <li>
 Maintain filing systems and organize office documents and records.
 </li>
 <li>
 Prepare and edit correspondence, reports, and presentations.
 </li>
 <li>
 Assist with travel arrangements and itinerary planning for executives.
 </li>
 <li>
 Handle office supply inventory and order supplies as needed.
 </li>
 <li>
 Support various special projects as assigned by managers.
 
 
 </li>
 </ul>
 
 Requirements
 
 
 
 <ul>
 <li>
 Bachelor's degree preferred.
 </li>
 <li>
 Proven experience as an administrative assistant or in a similar role.
 </li>
 <li>
 Strong organizational skills and attention to detail.
 </li>
 <li>
 Excellent written and verbal communication skills.
 </li>
 <li>
 Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
 </li>
 <li>
 Ability to prioritize tasks and manage time effectively.
 </li>
 <li>
 Familiarity with office equipment (e.g., printers, copiers, fax machines).
 </li>
 <li>
 Ability to work both independently and collaboratively in a team environment.
 
 
 </li>
 </ul>
 
 Benefits
 
 
 
 <ul>
 <li>
 Competitive compensation packages
 </li>
 <li>
 Medical, Dental, Vision, FSA
 </li>
 <li>
 Retirement Savings Plan Match
 </li>
 <li>
 Summer Fridays
 </li>
 <li>
 Discounts and More!
 </li>
 <li>
 Compensation: 75,000
 </li>
 <li>
 The offered salary for this position will vary based on role requirements determined by NYC Alliance, skill set and years of experience.
 </li>
 </ul>
</div>

Explore 149+ Administrative assistant flight operations in New York this June. Find roles across top companies and apply now to boost your career.

149 administrative assistant flight operations jobs In New York

Senior Administrative Assistant

Project Coordinator & Grants Assistant

Office Assistant

Administrative Assistant

Administrative Assistant

Office and Administrative Assistant

Administrative Assistant