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administrative assistant (external agency staff) Jobs in New York

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administrative assistant ii

Atrium

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 <strong>
  Client Overview
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 Our client is a respected wealth management firm known for delivering high-quality representation with a client-focused approach. With a diverse team of experienced professionals, the firm provides comprehensive services across multiple corporate areas while maintaining personalized attention. Currently, they are looking to add an
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  Administrative Assistant
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 to their team. Collaborative in culture and dedicated to excellence, the firm emphasizes strong mentorship, continuous professional growth, and exceptional client service.
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  Salary/Hourly Rate
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 $35/hr - $40/hr DOE
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  Position Overview
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 The Administrative Assistant provides essential support to teams by managing daily administrative and clerical tasks. This role includes preparing documents, maintaining case files, scheduling meetings, and coordinating court filings and deadlines. This Administrative Assistant serves as a point of contact for clients, ensuring communication is handled professionally and confidentially. Strong organizational skills and attention to detail are critical for doing well in this role.
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  Responsibilities Of The Administrative Assistant
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   Serve as the first point of contact for internal and external communications.
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   Coordinate and schedule meetings, appointments, and events.
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   Draft, edit, and proofread documents, reports, and correspondence.
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   Process invoices, track expenses, and assist with budget tracking.
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  Required Experiences/Skills For The Administrative Assistant
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   Strong proficiency in Microsoft Office Suite, especially Excel and PowerPoint.
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   Flexible, detail-oriented, and dependable with a proactive approach.
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   Experience with virtual meeting platforms (e.g., Zoom, Microsoft Teams, Google Meet).
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   Comfortable learning and using office or project management tools ( Slack, Salesforce, QuickBooks, etc.).
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  Preferred Experiences/Skills For The Administrative Assistant
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   3+ years of experience in an administrative clerical support role.
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   Experience supporting multiple team members or departments in a fast-paced environment.
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   Prior work in a financial setting is a plus.
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   Familiarity with basic financial processes such as invoice tracking, expense reporting, or budgeting is desirable.
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  Education Requirements
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   Bachelor&rsquo;s degree is required.
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  Benefits
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   Atrium Care Package available, upon eligibility (including healthcare plans, discount programs, and paid time off).
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  </li>
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Administrative Assistant

Clarity Recruiting

<div>
 <p>
  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.
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  The general hourly range for these roles are $18-27/hr DOE
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  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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  Requirements and skills:
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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>
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Convent of the Sacred Heart

Convent of the Sacred Heart is New York City's oldest independent school for girls. As an independent, Catholic school, educating students in Pre-K through 12, we are part of an international network of 160 schools. We are committed to a set of principles shared by all Sacred Heart Schools. Known as the "Goals and Criteria," these principles articulate the core components of a Sacred Heart education and charge our community with a unified educational mission.
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At the heart of our philosophy is the belief that each child possesses unique gifts. Our job is to unearth those gifts, nurture them, and empower each child of the Sacred Heart to share those gifts with the global community. Convent of the Sacred Heart is committed to building a community that is anti-racist, anti-bias, fair, inclusive, and welcoming to everyone and seeks candidates who connect to our Mission and Goals.
<br><br>
College Counseling Administrative Assistant
<br>Full-Time
<br>Beginning August 19, 2026
<br><br>
<b>Position:</b> College Counseling Administrative Assistant
<br><b>Reports to:</b> Director of College Counseling
<br><b>FLSA:</b> Non-Exempt, full-time
<br><b>Salary Range:</b> $67,000-$72,000 annually, commensurate with education and experience
<br><b>Work Schedule:</b> Monday - Friday: 7:45 am - 4:00 pm
<br><b>Vacation:</b> 8 weeks total vacation - 6 weeks summer; 2 weeks during the academic year
<br><br>
The College Counseling Administrative Assistant will join a collaborative office in a fast-paced and supportive environment that consists of a full-time Director, a full-time Associate Director, and a full-time Administrative Assistant. The student population for grades 9-12 is approximately 250 girls, 100% of whom are college-bound. The College Counseling Office liaises with all constituents in the school as well as many professionals outside of the school, and the Administrative Assistant not only supports the office in all aspects of the work but also may be the school’s first point of contact with students, families, and other academic institutions.
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Responsibilities
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<ul>
<li>Schedule meetings for students and families with college counselors</li>
<li>Coordinate visits with college representatives coming to Convent of the Sacred Heart and serve as the point of contact</li>
<li>Process and submit all school application materials</li>
<li>Work with students in college counseling classes and give direct instruction about aspects of the college application process</li>
<li>Conduct mock interviews with students</li>
<li>Coordinate PSAT and AP testing administration</li>
<li>Plan College Counseling Office programs, which includes reserving space, preparing materials, and ordering supplies</li>
<li>Maintain office and student records in SCOIR and College Kickstart</li>
<li>Update office materials on an annual basis</li>
<li>Help prepare annual report to the Board of Trustees</li>
<li>Other duties as assigned by the Director of College Counseling and Head of the Upper School</li>
</ul>
Requirements
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<ul>
<li>Bachelor’s degree</li>
<li>Superb interpersonal, communication, organizational, public speaking, writing, editing, and proofreading skills</li>
<li>Must be highly organized, efficient, and detail-oriented</li>
<li>Proficiency with Microsoft Office and Google Suite required; familiarity with SCOIR and College Kickstart strongly preferred</li>
<li>Technologically savvy and comfortable</li>
<li>Fluency in English</li>
<li>Knowledge of, appreciation for, and demonstrated commitment to anti-racist and anti-bias education</li>
<li>Willingness to acquire new skills</li>
</ul>
To be considered for the College Counseling Administrative Assistant position, please submit a cover letter, resume, and list of three references (references will not be contacted without the candidate’s permission).
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It is the policy of Sacred Heart to provide equal employment opportunity to all employees and applicants. This means that all employees and applicants will be treated on an equal basis without regard to race, religion, color, creed, gender, gender identity or expression, transgender status, national and ethnic origin, ancestry, disability, age, military or veteran status, marital and partnership status, citizenship status, caregiver status, sex (including pregnancy), sexual orientation, sexual and reproductive health decisions, height or weight, predisposing genetic characteristics, criminal history, actual or perceived domestic violence victim status, or any other characteristic protected by applicable state, federal or local law (collectively referred to herein as “Protected Classifications”).
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In addition to the Protected Classifications set forth in this EEO Policy, the School also prohibits any form of discrimination or harassment based on being a certified medical marijuana patient, pre-employment marijuana testing, unemployment status, sexual and reproductive health decisions, salary history, arrest or conviction, or domestic violence victim status in accordance with state law.
<br><br>
This policy applies to all terms, conditions and privileges of employment, including but not limited to: hiring, training, faculty development, transfers, promotion, compensation, benefits, educational assistance, employee facilities, termination, and retirement.

College Counseling Administrative Assistant

NYC Alliance

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 <p>
  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.
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   Responsibilities:
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   Manage calendars, schedule appointments, and coordinate meetings.
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   Answer phone calls and respond to emails in a professional manner.
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   Maintain filing systems and organize office documents and records.
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   Prepare and edit correspondence, reports, and presentations.
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   Assist with travel arrangements and itinerary planning for executives.
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   Handle office supply inventory and order supplies as needed.
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   Support various special projects as assigned by managers.
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  Requirements
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   Bachelor's degree preferred.
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   Proven experience as an administrative assistant or in a similar role.
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   Strong organizational skills and attention to detail.
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   Excellent written and verbal communication skills.
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   Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
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   Ability to prioritize tasks and manage time effectively.
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   Familiarity with office equipment (e.g., printers, copiers, fax machines).
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   Ability to work both independently and collaboratively in a team environment.
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  Benefits
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   Competitive compensation packages
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   Medical, Dental, Vision, FSA
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   Retirement Savings Plan Match
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   Summer Fridays
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   Discounts and More!
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   Compensation: 75,000
  </li>
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   The offered salary for this position will vary based on role requirements determined by NYC Alliance, skill set and years of experience.
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 </ul>
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Gateway School

<div></div><div><div><div><div><div><h2 class="jobSectionHeader"><b>Our Commitment to Excellence
</b></h2><p>Highly qualified teachers, specialists, and therapists with graduate degrees and the necessary certifications in their respective areas of expertise come together at Gateway to transform the lives of students and their families. To ensure a high standard of teaching for the benefit of every student, all faculty and therapists participate in an ongoing, intellectually challenging professional development program. Every professional demonstrates:
</p><ul><li>a love of teaching
</li><li>dedication to Gateway&rsquo;s mission to teach students the skills, strategies, and content necessary for successful integration into mainstream classrooms
</li><li>the belief that each student can learn provided they receive appropriate and effective research-based instruction</li></ul><p><br>
</p></div></div><div><div><div><div><h2 class="jobSectionHeader"><b>Professional Development
</b></h2><p>At Gateway, teachers, specialists, and therapists participate in and contribute to a community of learners that reflects on its practice individually and as a group. Motivated daily by the wonder of each student&rsquo;s accomplishments, Gateway&rsquo;s professionals work hard and grow in knowledge and skill as they blend their classroom experiences with their weekly training. Through its professional development program, Gateway guarantees expert instruction for students with learning disabilities.
</p><p>Through required course participation, in-house lectures, workshops, individual coaching, and recurrent observations and evaluation, Gateway faculty and therapists acquire the knowledge and instructional skills required for successful remediation of a Gateway student&rsquo;s reading, writing, math, or other learning disability.
</p></div></div></div></div><p></p><div><div><p>Run by staff developers and program leadership, the primary areas of focus of Gateway&rsquo;s professional development program are:
</p><ul><li>direct, explicit, sequential, multisensory instruction
</li><li>the impact of language on how a student thinks, feels, and learns
</li><li>how to use language when teaching students with language-based learning disabilities, attention deficit, and other learning disabilities, in accordance with the Classroom Language Dynamics program
</li><li>diagnostic instruction and how it guides the individualization of instruction
</li><li>curriculum development, including unit and class planning, to strategically weave together skills, strategies, and content</li></ul></div></div></div></div></div><p></p>
<br><div><div><div><p>The Gateway School seeks a highly skilled, experienced professional to provide comprehensive administrative support to the Head of School and Board of Trustees, and to ensure smooth daily operations across the school&rsquo;s administrative hub. In addition to direct support responsibilities, this role provides critical leadership by supervising two key members of the administrative support team: the School Secretary and the Administrative Assistant to the Division Directors. The ideal candidate will combine a professional, forward-thinking mindset with an enthusiastic dedication to Gateway&rsquo;s mission and students.
</p><p>Position Details &amp; Benefits
</p><ul><li>Schedule: Full-time, 12-month position
</li><li>Salary Range: $75,000 to $90,000
</li><li>Compensation Package: Includes a generous paid time off policy and comprehensive benefits
</li></ul><p>To apply, please email your resume and cover letter to Posting150@gatewayschool.org . Please indicate &quot;Executive Assistant to the Head of School&quot; in the email subject line. The Gateway School is an equal opportunity employer.<br>
</p></div><p></p><div><h3 class="jobSectionHeader"><b>Primary Responsibilities:
</b></h3><ul><li>Head of School and Board Support: Manage, screen, and respond to the Head of School&rsquo;s phone calls, troubleshooting inquiries and issues proactively.
</li><li>Calendar and Correspondence: Maintain the Head of School&rsquo;s calendar, organize high-level meetings, and compose, proofread, edit, and prepare correspondence and official documents as needed.
</li><li>Board of Trustees Liaison: Schedule all Board of Trustees meetings, coordinate logistical arrangements, and prepare and maintain board-related documents and materials.
</li><li>Team Supervision: Supervise and guide the School Secretary and the Administrative Assistant to the Division Directors to ensure cohesive, efficient, and smooth daily operations for the entire school.
</li><li>Logistics &amp; Events: Serve as the school's primary point person for all Department of Education (DOE) student transportation logistics.
</li><li>Calendar &amp; Community Coordination: Manage the school calendar for both internal and external events, and collaborate closely to coordinate events with the Parents&rsquo; Association.
</li><li>Human Resources Support: Provide routine and strategic administrative support to the Director of Human Resources.
</li></ul><h3 class="jobSectionHeader"><b>Qualifications:
</b></h3><ul><li>Bachelor&rsquo;s degree preferred
</li><li>At least three years of related administrative experience is required; experience in independent schools is highly preferred
</li><li>Proven experience or strong potential in team supervision and leadership
</li><li>Proficiency in Google Workspace and Microsoft Office (specifically Word and Excel)
</li><li>Exceptional administrative, organizational, writing, and verbal communication skills
</li><li>Meticulous attention to detail (including advanced proofreading) and proactive follow-up skills
</li><li>Proven project management skills with the ability to manage multiple competing priorities without compromising quality
</li><li>Ability to exercise independent judgment, maintain strict confidentiality, and effectively interact with students, parents, staff, and trustees
</li><li>Demonstrated commitment to, and experience with, diversity, equity, and inclusion work
</li></ul><p></p><h3 class="jobSectionHeader"><b>Equal Employment Opportunity Statement:
</b></h3><p>It is the policy of The Gateway School to ensure equal employment opportunity without discrimination or harassment on the basis of actual or perceived race, color, creed, ethnicity, national origin, citizenship, religion, sex, gender, gender identity, age, disability (including pregnancy-related conditions), marital status, familial or caregiver status, status as a victim of domestic violence, sex offenses, or stalking, sexual orientation, sexual and reproductive health decisions, predisposing genetic characteristics, genetic information, criminal history, arrest record, veteran or military status (disabled, recently separated and other protected and armed forces services veterans), or any other characteristic protected by law.
</p><p></p><div><p>For more than 60 years, The Gateway School has transformed the lives of bright children who experience academic difficulty as a result of language-based learning disabilities (e.g., dyslexia, reading and writing disorders), attention-deficit/hyperactivity disorder (ADHD), executive function disorder, or auditory processing difficulties. Located on Manhattan&rsquo;s Upper West Side, Gateway enrolls approximately 150 students between the ages of 5-14. In small classes with a low student-to-teacher ratio, faculty and therapists meet students where they are, individualize instruction accordingly, and help them to become skilled, strategic, independent learners, capable of successfully advocating for themselves in their lives beyond Gateway.</p></div></div></div></div>

Executive Assistant to the Head of School (Starting Immediately)

AP Production Services, Inc.

<p><b>Overview</b><br/>We are seeking an exceptionally organized and proactive <b>Executive Assistant</b> to serve as a key operational and administrative partner to the Founding Partner and CEO of Atlantic &amp; Backlot. This role will manage executive calendars, coordinate meetings and travel, support internal operations, and help ensure day-to-day administrative efficiency across the company. The position also supports corporate communications, presentation materials, client correspondence, marketing initiatives, event planning, and internal and external messaging as needed.</p><p>The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities in a fast-paced creative production environment.</p><p>Atlantic Pictures (www.atlanticpictures.com) is an integrated production company based in New York City. For over two decades, we have pushed the boundaries of visual storytelling across formats and genres &mdash; delivering premium content creation for our clients, from film and TV production to compelling advertising narratives. Backlot (www.wearebacklot.com) is a full-service location management company and agency that makes licensing film locations easy.</p><p>This role is based out of our Downtown Manhattan office and requires five days per week on-site.</p><p><b>Responsibilities</b></p><ul><li>Manage a complex executive calendar, including internal and external meetings, calls, production-related commitments, client engagements, and follow-ups with precision and foresight</li><li>Serve as a primary point of contact for clients, talent, partners, vendors, and internal team members on behalf of the executive</li><li>Draft, edit, and manage professional correspondence, including client communications, emails, memos, briefs, and presentation materials</li><li>Track priorities, projects, deadlines, and follow-ups across Atlantic &amp; Backlot to ensure key items move forward and nothing falls through the cracks</li><li>Coordinate logistics for meetings, travel, production-related activities, site visits, scouts, location tours, and company events</li><li>Support corporate communications, social media coordination, marketing initiatives, and the development of internal and external messaging</li><li>Oversee the internship program, including recruitment support, onboarding, scheduling, mentorship coordination, and intern engagement</li><li>Review, organize, and maintain relevant documentation, filing systems, contact lists, and operational resources</li><li>Provide general administrative and operational support to ensure smooth day-to-day execution across the business</li></ul><p><b>Qualifications</b></p><ul><li>Minimum 2 years of experience in an executive assistant, administrative, production, creative operations, or similar support role</li><li>Exceptionally organized with outstanding attention to detail and strong follow-through</li><li>Expert-level proficiency in Microsoft Office Suite and Google Workspace; familiarity with Dropbox or similar file management tools</li><li>Knowledge of CRM tools and experience tracking client relationships or deal pipelines</li><li>Strong professional writing and communication skills, with confidence drafting client-facing correspondence, internal updates, and polished materials</li><li>Ability to manage competing priorities and adapt quickly in a fast-paced, high-demand environment</li><li>Discretion and professionalism in handling sensitive business and executive matters</li><li>Familiarity with location scouting, real estate, or the location licensing industry is a strong plus</li><li>Interest in the entertainment, production, media, or creative industries and enthusiasm for supporting a growing, entrepreneurial team</li></ul><p>Pay: $55,000.00 - $60,000.00 per year</p><p>Benefits:</p><ul><li>401(k)</li><li>Health insurance</li><li>Parental leave</li></ul><p>Work Location: In person</p>

Executive Assistant to Founding Partner and CEO of Atlantic Pictures & Backlot

Global Healthcare service inc

<p><br /><strong>Job Overview</strong><br /><br /><br />Global Healthcare Services Inc., a leading travel nursing agency with over 15 years of experience, is seeking a diligent and organised <strong>Administrative Assistant</strong> to join our team. Based in our <strong>New York, NY</strong> office, this <strong>Full-Time</strong> 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.<br /><br /><br />This position offers a competitive hourly rate of <strong>$20 - $28 per hour (USD)</strong>.<br /><br /><br /><br /><strong>Responsibilities</strong><br /><br /><br /> </p><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><p><strong>Qualifications</strong><br /><br /><br /> </p><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><p><br /><br /><br /><br /><strong>Benefits</strong><br /><br /><br /> </p><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><p><br /> </p><p> </p>

Explore 53+ Administrative assistant ii in New York this June. Find roles across top companies and apply now to boost your career.

53 administrative assistant ii jobs In New York

Administrative Assistant

Administrative Assistant

College Counseling Administrative Assistant

Administrative Assistant

Executive Assistant to the Head of School (Starting Immediately)

Executive Assistant to Founding Partner and CEO of Atlantic Pictures & Backlot

Administrative Assistant