administrative assistant (external agency staff)

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administrative assistant Jobs in New York

administrative assistant

administrative assistant (external agency staff) Jobs in New York

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senior executive assistant

accounts payable specialist (hybrid) Jobs in New York

accounts payable specialist (hybrid)

administrative assistant hybrid temp to hire

Milan Restoration

About UsMilan Restoration is a family‑owned architectural conservation firm preserving historic buildings, monuments, and culturally significant structures. Since 1987, we&rsquo;ve partnered with architects, engineers, cultural institutions, and government agencies to restore historic fabric with precision and European craftsmanship.We are looking for an Administrative Assistant who is detail‑oriented, organized, and motivated to support meaningful work in historic preservation.Position SummaryThe Administrative Assistant provides administrative, operational, and project support to leadership. This role supports active conservation projects, prepares documentation, manages submittals, and helps keep project workflows organized.This position begins with a 4-6 week paid temp-to-hire period. If the partnership aligns well in communication, work, quality, and shared values, we look forward to discussing a transition into a full‑time, permanent position.Key ResponsibilitiesAdministrative Support<ul><li>Draft correspondence for architects, clergy, preservation boards, cultural institutions, and governmental agencies</li><li>Prepare presentations, proposals, and reports that reflect Milan Restoration's craftsmanship and conservation philosophy</li><li>Assist with scheduling, document formatting, and general office tasks</li></ul>Project Support<ul><li>Assist with investigative reports, condition assessments, scopes of work, submittals, and change orders</li><li>Organize project photography, drawings, and historical documentation</li><li>Manage submittal logs, track submittal status, and ensure timely distribution to architects, engineers, and project stakeholders</li><li>Track project milestones across disciplines (masonry, stained‑glass, plaster, stone carving, and historic finishes)</li></ul>Office &amp; Operations Support<ul><li>Maintain organized digital and physical archives of drawings, lab reports, historical documents, and project photography</li><li>Support invoice processing, expense tracking, and financial documentation</li><li>Assist with onboarding new conservators, artisans, and field staff</li><li>Perform additional duties as assigned</li></ul>Required Qualifications <ul><li>1&ndash;2 years as an Administrative Assistant, Project Coordinator, or similar role</li><li>High School diploma or equivalent required; college degree preferred</li><li>Experience in construction, architecture, historic preservation, or a related technical field</li><li>Strong attention to detail and accuracy</li><li>Self-motivated and proactive in problem-solving and follow-up</li><li>Proficient in Microsoft Office, Excel, and general office software; familiarity with ProCore or similar platforms</li><li>Professional communication skills (written and verbal)</li><li>Ability to work Monday-Friday, 9 AM - 5 PM in a hybrid schedule (New York, NY)</li><li>Comfortable with a 4-6 week temp-to-hire period</li></ul>Preferred Qualifications<ul><li>Experience preparing or managing submittals</li></ul>How to ApplyPlease submit your resume and answer the Indeed screening questions.We will ask about:<ul><li>Your experience with submittals</li><li>Your administrative/project support background</li><li>Your fit for Milan Restoration's mission and work environment</li></ul>Pay: $24.00 - $26.00 per hourBenefits:<ul><li>Flexible schedule</li></ul>Application Question(s):<ul><li>In a brief summary, please explain why you believe you&rsquo;re a strong fit for Milan Restoration&rsquo;s work environment and mission. In your message, please also share any experience you have preparing or managing submittals, project logs, or similar documentation. </li></ul>Work Location: Hybrid remote in New York, NY 10013

Administrative Assistant (Hybrid) Temp-to-Hire

Kay Search Group

<div>
 
 
 Position:
 
 Administrative Assistant (Global Law Firm)
 
 
 
 Location:
 
 New York, NY (Hybrid)
 
 
 
 Company:
 
 Globally Recognized Consulting and Financial Firm
 
 
 
 Comp Package:
 
 Base salary to $110K, Paid Overtime, Full Benefits, Bonus, 401K, Health Club Discounts
 
 
 
 
 
 
 Summary for Administrative Assistant (Global Law Firm):
 
 
 
 We&rsquo;re seeking a Administrative Assistant (Global Law Firm) to support leaders within a global law firm. This role is ideal for a highly organized professional who thrives in a collaborative, hybrid workplace and enjoys operating at the center of a fast-moving, knowledge-driven firm. You&rsquo;ll handle complex administrative responsibilities, manage confidential information with discretion, and play a key role in keeping executives and project teams operating efficiently. A learning mindset, strong ownership, and exceptional attention to detail are essential.
 
 
 
 
 
 
 Key Responsibilities for Administrative Assistant (Global Law Firm):
 
 
 <ul>
 <li>
 Provide high-level administrative support to multiple executives, including calendar management, travel coordination, and expense processing.
 </li>
 <li>
 Support monthly billing activities by reviewing narratives, preparing invoices, and tracking accounts receivable.
 </li>
 <li>
 Assist with client-engagement documentation, conflict checks, and the organization of correspondence and project files.
 </li>
 <li>
 Coordinate internal and client meetings, firm events, and business-development materials.
 </li>
 <li>
 Draft, proofread, and format correspondence and documents with precision.
 </li>
 <li>
 Mentor junior administrative staff and help lead training and development sessions.
 </li>
 <li>
 Maintain effective administrative systems and uphold confidentiality across all workstreams.
 </li>
 </ul>
 
 
 
 
 
 Requirements for Senior Executive Assistant:
 
 
 <ul>
 <li>
 5+ years of executive assistant or administrative experience; experience in law firm, consulting, financial services required.
 </li>
 <li>
 High school diploma or equivalent required.
 </li>
 <li>
 Excellent communication skills, professionalism, and sound judgment.
 </li>
 <li>
 Ability to manage competing priorities in a fast-paced, deadline-driven setting.
 </li>
 <li>
 Strong proficiency in Microsoft Office with the ability to learn firmwide tools quickly.
 </li>
 <li>
 Exceptional organizational skills and a detail-oriented, proactive approach.
 </li>
 <li>
 Demonstrated initiative, service orientation, and strong business acumen.
 </li>
 </ul>
 
 
</div>

Administrative Assistant (Global Law Firm)

Consilio LLC

<div>
 
 Our client, a premier Wall Street law firm, is seeking an Administrative Assistant to support their Marketing, Events, and Client Development initiatives. While this role will have a strong emphasis on client events and business development, the ideal candidate is flexible, proactive, and eager to support a variety of administrative needs across the firm. The firm offers a 3/2 hybrid schedule and opportunities for overtime.
 
 
 
 
 
 
 
 Job Overview
 
 :
 
 
 
 
 Event &amp; Client Development Support
 
 
 <ul>
 <li>
 Coordinate client events, small‑group dinners, reservations, ticketing, and off‑site event logistics from planning through execution.
 </li>
 <li>
 Monitor email and event activity during programs; including those occurring in other states to troubleshoot issues in real time.
 </li>
 <li>
 Assist with client development projects and marketing‑related administrative tasks.
 </li>
 <li>
 Contribute ideas for engaging high‑impact client events; familiarity and connections with event vendors is a plus.
 </li>
 </ul>
 
 
 Administrative &amp; Team Support
 
 
 <ul>
 <li>
 Manage correspondence between colleagues, vendors, and clients.
 </li>
 <li>
 Prepare documents, maintain spreadsheets, and support timekeeping entries for attorneys.
 </li>
 <li>
 Prepare invoices, review backup, submit expense reports, and reconcile documentation.
 </li>
 <li>
 Coordinate meeting logistics, including food orders and IT support.
 </li>
 <li>
 Provide flexible support to other Administrative Assistants and firm attorneys as needed
 </li>
 <li>
 Adapt to shifting priorities; responsibilities may change frequently based on business needs.
 </li>
 </ul>
 
 
 
 
 
 
 Qualifications
 
 
 
 <ul>
 <li>
 2+ years of administrative experience; legal industry experience is helpful but not required.
 </li>
 <li>
 Event planning or event logistics experience is strongly preferred.
 </li>
 <li>
 Strong proficiency in Excel; comfort with spreadsheets and tracking tools is essential.
 </li>
 <li>
 Ability to build rapport and trust with partners, associates, and administrative staff.
 </li>
 <li>
 A self‑starter who is eager for responsibility and thrives in a fast‑paced environment.
 </li>
 <li>
 Strong written and verbal communication skills with excellent attention to detail.
 </li>
 <li>
 Experience with billing systems (Aderant preferred but not required).
 </li>
 </ul>
 
 
 
 
 
 
 
 
 
 
 
 By working with Consilio, candidates gain direct access to hundreds of hiring decision-makers across the D.C. area. Consilio&rsquo;s Direct Hire Division staffs positions for Consilio clients and does not staff internal corporate positions at Consilio.
 
 
 
 
 Consilio, LLC is an EEO/Affirmative Action Employer and does not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other legally protected status.
 
 
</div>

Administrative Assistant - Events

LiveOnNY

<div>
 
 Overview
 
 
 
 
 Ready for a Life-Changing Career? Join LiveOnNY and Make a Lasting Impact
 
 
 
 LiveOnNY is a federally designated organ procurement organization (OPO) dedicated to honoring, saving, and transforming lives through organ and tissue donation. As a member of our team, you&rsquo;ll be part of a mission-driven nonprofit organization working alongside more than 100 hospitals to support organ and tissue donors and their families&mdash;helping to bring the gift of life to those on the national transplant waitlist.
 
 
 Serving a vibrant and diverse population of 13 million across New York City and the counties of Nassau, Suffolk, Westchester, Orange, Putnam, Dutchess, and Rockland, LiveOnNY is proud to be one of the highest-performing OPOs in the country. Over the past three years, we&rsquo;ve seen a 70% increase in organ donation&mdash;driven by the compassion and generosity of New Yorkers.
 
 
 Explore a career where your work truly matters. At LiveOnNY, you&rsquo;ll grow professionally while helping others live on.
 
 
 
 The Executive Assistant, Hospital and Family Engagemen
 
 t provides high-level administrative, operational, and coordination support across both the Hospital Engagement and Family Engagement departments, while directly supporting the Vice President of Hospital and Family Engagement.This role serves as a central point of coordination for departmental operations, leadership activities, and cross-functional initiatives. The Executive Assistant ensures seamless communication, organization, and execution of priorities across teams, supporting both day-to-day operational needs and strategic initiatives. In addition to executive support responsibilities, this role actively contributes to departmental efficiency, project coordination, meeting management, and reporting. . The Executive Assistant plays a key role in maintaining alignment across Clinical Operation departments, and external partners as needed.
 
 
 This position is a fully onsite, in-office role based at LiveOnNY. Remote work or hybrid arrangements are not available for this position.
 
 
 
 Responsibilities
 
 
 
 
 Executive Support (Vice President, Hospital and Family Engagement)
 
 
 
 <ul>
 <li>
 Manage and maintain the Vice President&rsquo;s calendar, including scheduling internal and external meetings, prioritizing time-sensitive matters, and resolving scheduling conflicts.
 </li>
 <li>
 Coordinate preparation for meetings, including agendas, briefing materials, presentations, and follow-up action items.
 </li>
 <li>
 Serve as a primary point of contact for internal and external stakeholders on behalf of the Vice President.
 </li>
 <li>
 Draft, review, and format professional communications including emails, memos, presentations, and reports.
 </li>
 <li>
 Track and follow up on key initiatives, deliverables, and deadlines to ensure timely completion.
 </li>
 <li>
 Support leadership meetings, including preparation of materials, note-taking, and dissemination of action items.
 
 
 </li>
 </ul>
 
 Departmental Support &ndash; Hospital Engagement &amp; Family Engagement
 
 
 
 <ul>
 <li>
 Provide administrative and operational support across both departments to ensure alignment, efficiency, and consistency.
 </li>
 <li>
 Coordinate departmental meetings (e.g., leadership meetings, operational huddles, and departmental meetings), including scheduling, agenda development, and documentation.
 </li>
 <li>
 Assist in auditing and tracking department goals, metrics, and performance initiatives.
 </li>
 <li>
 Support new hire and traveler onboarding and orientation. , Assist with documenting and filing compliance mandatory education initiatives across both teams.
 </li>
 <li>
 Maintain and organize departmental documents, templates, and shared resources.
 
 
 </li>
 </ul>
 
 Operational Coordination &amp; Project Support
 
 
 
 <ul>
 <li>
 Support cross-functional initiatives..
 </li>
 <li>
 Assist in project management activities, including tracking timelines, deliverables, and stakeholder communication.
 </li>
 <li>
 Coordinate logistics for internal and external meetings, trainings, and events.
 </li>
 <li>
 Support implementation of new processes, workflows, and organizational initiatives.
 
 
 </li>
 </ul>
 
 Communication &amp; Reporting
 
 
 
 <ul>
 <li>
 Draft and distribute departmental communications in alignment with leadership direction.
 </li>
 <li>
 Assist in preparation of performance reports, key performance indicators dashboards, and presentations for leadership review.
 </li>
 <li>
 Ensure consistency, professionalism, and clarity in all written materials.
 </li>
 <li>
 Support tracking and follow-up of action items from meetings and initiatives.
 
 
 </li>
 </ul>
 
 Administrative &amp; Organizational Support
 
 
 
 <ul>
 <li>
 Maintain organized filing systems (electronic and shared platforms) for easy access and retrieval.
 </li>
 <li>
 Coordinate travel arrangements, meeting logistics, and event planning as needed.
 </li>
 <li>
 Manage expense tracking, purchasing requests, and administrative processes.
 </li>
 <li>
 Proactively research, source, and recommend cost-effective vendors, supplies, and services to support departmental and organizational needs, ensuring fiscal responsibility and value optimization.
 </li>
 <li>
 Support budget awareness by identifying opportunities for cost savings and improved resource utilization.
 </li>
 <li>
 Provide cross-coverage support for other departments and organizational functions as needed, ensuring continuity of operations and administrative support during absences, high-volume periods, or organizational initiatives.
 </li>
 <li>
 Maintain flexibility to support broader organizational administrative needs beyond assigned departments when required.
 </li>
 <li>
 Provides back up and relief for the front desk reception area on an as needed basis.
 </li>
 <li>
 Ensure confidentiality and discretion in handling sensitive information.
 </li>
 <li>
 Support the maintenance of employee training documents in the Learning Management System.
 
 
 </li>
 </ul>
 
 Qualifications
 
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree preferred or equivalent experience.
 </li>
 <li>
 3&ndash;5+ years of administrative, executive assistant, or operational support experience, preferably in healthcare or a fast-paced organizational environment.
 </li>
 <li>
 Demonstrated ability to support senior leadership and manage complex calendars and priorities.
 </li>
 <li>
 Strong organizational, time management, and multitasking skills.
 </li>
 <li>
 Excellent written and verbal communication skills.
 </li>
 <li>
 Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (e.g., Teams, SharePoint).
 </li>
 <li>
 Ability to handle sensitive and confidential information with professionalism.
 </li>
 <li>
 Strong attention to detail and commitment to accuracy.
 </li>
 <li>
 Ability to work independently while also collaborating across teams.
 
 
 </li>
 </ul>
 
 LiveOnNY Offers a Competitive Salary &amp; Comprehensive Benefits Package.
 
 
 
 <ul>
 <li>
 403(b) deferred annuity
 </li>
 <li>
 Medical/Vision/Dental/Life
 </li>
 <li>
 Tuition reimbursement
 </li>
 <li>
 Paid time Off
 </li>
 <li>
 Pet Insurance
 </li>
 <li>
 Life Insurance
 </li>
 <li>
 Cellular plan discounts
 </li>
 <li>
 Auto Insurance discounts
 
 
 </li>
 </ul>
 
 Salary Range:
 
 
 $60,000 - $90,000 annually
 
</div>

Executive Assistant, Hospital and Family Engagement

CCNY Continuing and Professional Studies

Due to the high volume of applications, only candidates selected for an interview will be contacted. We appreciate your interest and thank you for your understanding. Please read carefully.CPS Allied Health Part-time Certified Clinical Medical Assistant InstructorStatus: Part-time remote and in-person clinical at CCNY Campus, CCMA (320 hours of instruction, online and clinicals in the evenings), $45-$50/hour. NHA certification required.General DescriptionThe City University of New York, City College of New York (CCNY) offers outstanding teaching, learning and research on a beautiful campus nestled in West Harlem. CCNY is an integral part of the civic, urban and artistic energy of New York and inseparable from its history. The Continuing and Professional Studies (CPS) shares the mission as it strives to offer training for the community and beyond serving over 2,000 students a year.The Continuing and Professional Studies (CPS) seeks Continuing Education Teachers (CETs) for our Hybrid Certified Clinical Medical Assistant (CCMA) course in our Allied Health program for immediate hire. The CETs will support the continued growth and delivery of CPS&rsquo; expanding Allied Health programs while ensuring the highest standards of instructional quality and operational excellence.Ideal Continuing Education Teachers (CETs) are dedicated educators who demonstrate a strong commitment to creating engaging, inclusive, and student-centered classrooms. They consistently uphold all health, safety, and instructional compliance requirements while effectively supporting a diverse population of adult learners. We seek educators who draw upon their professional experience to design dynamic, interactive instruction that fosters active participation and critical thinking. Strong candidates intentionally integrate current industry trends, best practices, and workforce expectations into their teaching, ensuring content remains relevant, rigorous, and career-focused.About the CPS Allied Health Program and CCMA Course:CPS Allied Health Program offers industry-recognized certifications across a range of in-demand healthcare fields, including Certified Nursing Assistant (CNA), Pharmacy Technician, Medical Billing and Coding, Medical Interpreter, EKG and Phlebotomy, and Certified Clinical Medical Assistant (CCMA).As noted by the National Healthcareer Association (NHA), Medical Assistants are often the first and last individuals a patient encounters, giving them a critical role in shaping the overall patient experience. In this capacity, they serve as both the face and foundation of healthcare delivery. Medical Assistants perform a wide range of essential administrative and clinical duties. These include taking and recording vital signs; assisting providers during examinations and procedures; administering injections and medications; performing EKGs, phlebotomy, and other key laboratory procedures; managing patient intake and discharge; responding to phone inquiries; and maintaining accurate electronic health records (EHR).CPS&rsquo;s 320-hour Certified Clinical Medical Assistant (CCMA) program is specifically designed to prepare adult learners to perform medical assisting responsibilities with competence and confidence. The program equips students to become versatile, multi-skilled allied health professionals capable of working in diverse healthcare settings. The curriculum is divided into two comprehensive components: Administrative and Clinical. Students must successfully complete both sections in order to graduate, ensuring they are fully prepared to meet the demands of the Medical Assistant role.CPS programs integrate rigorous didactic online instruction with hands-on clinical training, creating a dynamic and interactive learning experience. CETs must have a combination of three important factors: national certification, clinical competency, and instructional ability. They must be able to promote active learning, critical thinking, and student engagement at every stage. The ideal candidate is a proactive problem-solver, highly motivated, and committed to continuous self-reflection and professional growth.Successful candidates bring demonstrated expertise in current CCMA instructional practices and possess the ability to design and deliver curriculum aligned with National Healthcareer Association (NHA) training guidelines and competency standards. They are skilled in translating complex clinical and administrative concepts into accessible, practical instruction that prepares students for real-world application.‪Job Responsibilities1. Instructional Planning and Delivery: Instructors must be proficient in delivering both the administrative and clinical components of the training program. They are responsible for ensuring that students develop comprehensive knowledge aligned with the administrative learning outcomes of the Certified Clinical Medical Assistant (CCMA) course. This includes patient scheduling, management of electronic health records (EHR), insurance claims processing, and an understanding of healthcare laws and ethics. Students also build essential communication, organizational, and front-office skills necessary for effective coordination of patient care.On the clinical side, instructors prepare students to demonstrate proficiency in measuring vital signs, performing phlebotomy, administering EKGs, maintaining infection control standards, and executing fundamental patient care procedures. Through hands-on instruction, students gain practical experience assisting physicians during examinations, preparing exam rooms, and collecting laboratory specimens. Together, these administrative and clinical competencies equip students with the knowledge, skills, and confidence needed to effectively support the daily operations of healthcare facilities.2. Compliance and Program Integrity: Ensure all instruction and course materials accurately reflect program descriptions published on CPS platforms. Maintain ongoing communication regarding curriculum updates, safety protocols&mdash;including biohazard procedures&mdash;and required student waivers to support program integrity and regulatory compliance.3. Establish and Maintain Effective Learning Environments: Collaborate with CPS staff to implement and sustain effective classroom management strategies across in-person and online learning environments. Apply knowledge of the Medical Assisting process, standards of care, and sound clinical judgment in all instructional activities. Ensure classrooms and clinical labs are safe, fully equipped, and compliant with program requirements and national and state standards, preparing students for success on the National Healthcareer Association (NHA) Certified Clinical Medical Assistant exam examination.4. Curriculum Design and Optimization: Partner with CPS staff to design, implement, and continuously refine standards-aligned curricula and syllabi that support course and program objectives and comply with National Healthcareer Association (NHA) requirements. Utilize a strategic blend of instructor-led and student-centered teaching methods, incorporating authentic, high-quality assessments that measure student learning, skill development, and competency mastery. Ensure alignment with current industry standards, regulatory requirements, and best practices in healthcare education.5. Collaborative Student Support: Proactively communicate with CPS staff to highlight student achievements, address challenges, and identify opportunities for instructional improvement. Foster an inclusive, positive, and well-managed learning environment that encourages active participation, professionalism, and academic success.6. Assessment and Record-Keeping: Evaluate student learning through assignments, skills practice, and formal assessments. Maintain accurate, up-to-date records of attendance, grades, and student progress, and ensure timely submission of final grades and all required documentation to CPS.7. Professionalism and Cultural Competence: Uphold the highest standards of professionalism, confidentiality, and sound judgment when handling sensitive information. Demonstrate cultural competence and an understanding of adult learners&rsquo; diverse needs, including those of immigrant and workforce populations.8. Administrative Excellence: Manage administrative responsibilities effectively, including consistent communication with program staff, timely submission of timesheets, and the ongoing review, revision, and submission of updated curriculum materials.Minimum Qualifications and Requirements:&middot; Bachelor&rsquo;s in Health Science. BSN or Master&rsquo;s a plus. Current NHA Certified or Registered Medical Assistant Certificate required.&middot; Minimum five years of Medical Assisting experience. At least three (3) years of Medical Assisting instructional experience that includes curriculum and syllabus development.<ul><li>International credentials must undergo professional evaluation. Applicants should request a list of approved credential evaluation agencies.</li><li>Proficiency in and comfortable with using technology in the classroom, including Zoom and Brightspace.</li></ul>&middot; Must follow hiring protocols (cover letter, resume and NHA certification, and three (3) professional references in the health care field). All documentation/certification necessary (scanned pdf) to substantiate minimum qualifications.Additional Qualifications:<ul><li>Strong familiarity with National and NYS regulations governing allied health programs and National Healthcareer Association (NHA) training delivery requirements for CCMAs.</li><li>Proficiency in and comfortable with using instructional technology, including platforms such as Zoom and Brightspace.</li></ul>Application Requirements and ProcedureApplicants must adhere to all hiring protocols, including submission of the following:<ul><li>A cover letter</li><li>A current resume and NHA certification</li><li>Three (3) professional references within the healthcare field</li></ul>Applicants should ensure that their cover letter and resume clearly demonstrate how they meet the minimum qualifications, including all relevant education and professional experience related to the position.For more information about the Allied Health CNA program, please visit: https://www.ccny.cuny.edu/cps/certified-clinical-medical-assistantTo apply, please email the Hiring Manager at OperationsCPS@ccny.cuny.edu with the subject line: CCMA Instructor.Pay: $45.00 - $50.00 per hourApplication Question(s):<ul><li>Are you able to teach online and in-person in the evenings?</li></ul>Education:<ul><li>Bachelor's (Preferred)</li></ul>Experience:<ul><li>Medical Assisting: 5 years (Preferred)</li><li>Medical Assisting Instructional: 3 years (Preferred)</li></ul>License/Certification:<ul><li>NHA Certified or Registered Medical Assistant Certificate (Preferred)</li></ul>Ability to Commute:<ul><li>New York, NY 10031 (Preferred)</li></ul>Work Location: In person

Part-time Certified Clinical Medical Assistant Instructor

Bridgewater Advisors Inc.

<div>
 
 
 About Us:
 
 
 
 We are a dynamic, independent wealth management firm located in Rockefeller Center. Our small, tight-knit team provides personalized financial services to high-net-worth clients, and we&rsquo;re seeking a highly organized and proactive Office Assistant/Executive Assistant to join our team. This is an exciting opportunity for someone looking to make a meaningful impact in a fast-paced, collaborative environment.
 
 
 
 
 
 
 Position Overview:
 
 
 
 We are looking for an experienced Office Assistant who will also provide HR administration and executive assistant support. This individual will play a key role in ensuring the smooth and efficient operation of our office, supporting day-to-day administrative needs, assisting with HR functions, and supporting our leadership team. The ideal candidate is someone who thrives in a dynamic environment, is detail-oriented, and has strong interpersonal skills.
 
 
 
 
 
 
 Key Responsibilities:
 
 
 
 
 Office Management:
 
 
 <ul>
 <li>
 Oversee daily office operations, ensuring an efficient and organized work environment.
 </li>
 <li>
 Answer phones.
 </li>
 <li>
 Greet clients as they arrive for meetings.
 </li>
 <li>
 Manage office supplies and vendor relationships.
 </li>
 <li>
 Coordinate office maintenance, equipment, and facilities management.
 </li>
 <li>
 Organize and manage meetings, conferences, and travel arrangements.
 </li>
 <li>
 Ensure the office kitchen remains tidy and well-stocked on a daily basis.
 </li>
 <li>
 Assist with office equipment as needed.
 </li>
 </ul>
 
 
 HR Administration:
 
 
 <ul>
 <li>
 Assist with onboarding and offboarding processes for new and departing employees.
 </li>
 <li>
 Maintain employee records and ensure compliance with HR policies and procedures.
 </li>
 <li>
 Help manage benefits administration and payroll coordination.
 </li>
 </ul>
 
 
 Executive Assistant Support:
 
 
 <ul>
 <li>
 Provide administrative support to senior executives, including calendar management and email correspondence.
 </li>
 <li>
 Experience using a CRM in the RIA industry is desirable
 </li>
 <li>
 Coordinate meetings, conferences, and client events.
 </li>
 <li>
 Assist Tax Team during tax preparation season.
 </li>
 <li>
 Assist with special projects and research as required.
 </li>
 </ul>
 
 
 
 
 
 Qualifications:
 
 
 <ul>
 <li>
 3+ years of office management experience, ideally in a financial services or professional services setting.
 </li>
 <li>
 Executive assistant experience preferred.
 </li>
 <li>
 Proficiency in Google Workspace (Docs, Sheets, Gmail), MS Office and general office software.
 </li>
 <li>
 Excellent organizational, communication, and time-management skills.
 </li>
 <li>
 Ability to handle sensitive and confidential information with discretion.
 </li>
 <li>
 A proactive, positive attitude and the ability to multitask effectively in a fast-paced environment.
 </li>
 </ul>
 
 
 
 
 
 Why Join Us?
 
 
 <ul>
 <li>
 Work in a collaborative and dynamic team environment.
 </li>
 <li>
 Competitive salary and benefits package.
 </li>
 <li>
 Salary range&nbsp;$60,000 - $80,000
 </li>
 <li>
 Hybrid workplace - 4 days in office, 1 day remote.
 </li>
 <li>
 The opportunity to contribute to the success and growth of a growing firm.
 </li>
 <li>
 Convenient Manhattan location: Rockefeller Center
 </li>
 </ul>
 
 
 
 
 If you&rsquo;re a motivated, detail-oriented professional who thrives in a hands-on role, we&rsquo;d love to hear from you. Apply today and become an integral part of our team!
 
</div>

Office Assistant / Executive Assistant

Deutsche Bank

<div>
 
 Position Overview
 
 
 
 
 Job Title
 
 Administrative Assistant
 
 
 
 Corporate Title
 
 Assistant
 
 
 
 Location
 
 New York
 
 
 
 Overview
 
 
 
 This is an Assistant role within Institutional Cash and Trade (ICT) in the Corporate Bank; Institutional Cash and Trade (ICT) is the market leader in euro clearing. We provide correspondent banking services for financial institutions such as cross‑border payments, FX solutions, liquidity management, and trade advisory.
 
 
 The administrative assistant role provides the core support for a business area and at times may extend beyond the primary business area. Strong administrative and organizational skills are needed to ensure the day-to-day smooth running of the Business area. You will play a central role in assisting senior management and the team with various tasks and projects.
 
 
 
 What We Offer You
 
 
 
 <ul>
 <li>
 A diverse and inclusive environment that embraces change, innovation, and collaboration
 </li>
 <li>
 A hybrid working model, allowing for in-office / work from home flexibility, generous vacation, personal and volunteer days
 </li>
 <li>
 Employee Resource Groups support an inclusive workplace for everyone and promote community engagement
 </li>
 <li>
 Competitive compensation packages including health and wellbeing benefits, retirement savings plans, parental leave, and family building benefits
 </li>
 <li>
 Educational resources, matching gift, and volunteer programs
 
 
 
 </li>
 </ul>
 
 What You&rsquo;ll Do
 
 
 
 <ul>
 <li>
 Coordinating complex calendars and schedules for senior bankers to ensure effective time management and prioritisation of engagements where necessary
 </li>
 <li>
 Facilitating travel plans of all team members with minimal disruption, including planning, and booking detailed travel itineraries (flights, hotels and visas), organising travel meetings and reimbursement of travel expenses
 </li>
 <li>
 Coordinating the submission of business expenses for personal remittance in a timely fashion
 </li>
 <li>
 Run point on setting up meetings across multiple time zones, booking rooms, organising passes and coordinating catering where necessary to ensure events are able to run without disruption
 </li>
 <li>
 Drafting communication documents and other correspondence
 </li>
 <li>
 Working with other assistants where necessary to ensure support needs are covered during short-term absences
 
 
 
 </li>
 </ul>
 
 Skills You&rsquo;ll Need
 
 
 
 <ul>
 <li>
 Previous relevant experience as a Personal/ Executive Assistant within the finance industry
 </li>
 <li>
 Solid organisational skills with a focus on complex diary management
 </li>
 <li>
 Strong attention to detail and ability to communicate clearly, concisely and confidently
 </li>
 <li>
 Discretion and ability to handle sensitive matters confidentially at all times
 </li>
 <li>
 Ability to prioritise, work under pressure and multi-task and ability to take initiative and be resourceful when finding solutions for their bankers
 
 
 
 </li>
 </ul>
 
 Skills That Will Help You Excel
 
 
 
 <ul>
 <li>
 Excellent communication skills, both written and oral
 </li>
 <li>
 High attention to detail and a passion for quality
 </li>
 <li>
 Ability to work well under pressure in a fast-paced environment
 </li>
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 Good interpersonal skills and the ability to build relationships with a broad range of stakeholders; team player, supporting colleagues &amp; peers where necessary
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 Self-motivated and proactive in identifying areas for improvement
 
 
 
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 </ul>
 
 Expectations
 
 
 
 It is the Bank&rsquo;s expectation that employees hired into this role will work in the New York office in accordance with the Bank&rsquo;s hybrid working model.
 
 
 Deutsche Bank provides reasonable accommodations to candidates and employees with a substantiated need based on disability and/or religion.
 
 
 The salary range for this position in New York City is $70k to $90k Actual salaries may be based on a number of factors including, but not limited to, a candidate&rsquo;s skill set, experience, education, work location and other qualifications. Posted salary ranges do not include incentive compensation or any other type of remuneration.
 
 
 
 Deutsche Bank Benefits
 
 
 
 At Deutsche Bank, we recognize that our benefit programs have a profound impact on our colleagues. That&rsquo;s why we are focused on providing benefits and perks that enable our colleagues to live authenti&shy;cally and be their whole selves, at every stage of life. We provide access to physical, emotional, and financial wellness benefits that allow our colleagues to stay financially secure and strike balance between work and home. Click here to learn more!
 
 
 Learn more about your life at Deutsche Bank through the eyes of our current employees: https://careers.db.com/life
 
 
 The California Consumer Privacy Act outlines how companies can use personal information. If you are interested in receiving a copy of Deutsche Bank&rsquo;s California Privacy Notice, please email HR.Direct@DB.com .
 
 
 We strive for a culture in which we are empowered to excel together every day. This includes acting responsibly, thinking commercially, taking initiative and working collaboratively.
 
 
 Together we share and celebrate the successes of our people. Together we are Deutsche Bank Group.
 
 
 We welcome applications from all people and promote a positive, fair and inclusive work environment.
 
 
 Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or other characteristics protected by law. Click these links to view "Deutsche Bank&rsquo;s Equal Opportunity Policy Statement" and the following notices: "EEOC Know Your Rights" ; "Employee Rights and Responsibilities under the Family and Medical Leave Act" ; and "Employee Polygraph Protection Act" .
 
 
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Administrative Assistant

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