administrative assistant (external agency staff)

executive assistant

office manager

administrative assistant (external agency staff) Jobs in New York

executive assistant to ceo Jobs in New York

executive assistant to ceo

research assistant

administrative assistant

Chi Phi

We’re looking for a dependable, highly organized Administrative Assistant to become the operational backbone of our team. In this role, you’ll manage a mix of remote document preparation and on-the-go support, ensuring our offices run smoothly every day. If you take pride in bringing order to busy environments, communicating with professionalism, and don’t mind a change of scenery between work sites, we’d love to hear from you.What You’ll DoDocument Preparation: Draft, format, and print reports, correspondence, and other professional documents.Schedule Management: Coordinate calendars, appointments, and meetings to keep the team on track.Communications Hub: Handle incoming and outgoing calls, emails, and physical mail with a warm, professional demeanor.Records &amp; Filing: Maintain organized digital and physical filing systems so nothing gets lost.Travel Support: Move between office locations to deliver important documents and provide hands-on administrative support where it’s needed most.General Assistance: Jump in to support management and staff with special projects and day-to-day tasks.What You’ll BringHome Office Ready: You have reliable access to a computer and printer to handle remote document creation and administrative tasks seamlessly.Willingness to Travel: You’re comfortable and prepared to travel between local sites as a regular part of your workweek.Polished Communication: You possess strong written and verbal communication skills and consistently maintain a courteous, professional manner.Self-Starter Mindset: You’re detail-oriented, can work independently, and know how to prioritize without constant oversight.Preferred (But Not Required)Experience using Microsoft Office (Word, Excel, Outlook) or Google Workspace.Previous background in administrative support, office coordination, or a similar role.Basic familiarity with bookkeeping or data entry.Why Join Us?A role with variety: blend focused remote work with active, on-site support.The chance to be a true partner to a collaborative team that relies on your skills.Room to bring your organizational strengths to life and refine new ones.Ready to Apply? If you’re an organized problem-solver who thrives both behind a screen and out in the field, send us your resume today. We look forward to learning how you can help us keep everything running effortlessly.

Administrative Assistant

Roc360

<div>
 
 
 COMPANY BACKGROUND&nbsp;
 
 
 
 Roc360 is a financial services and asset management platform for residential property investors in the United States.&nbsp;The company connects fragmented loan markets with institutional capital through a branchless network of third-party originators, brokers, and in-house sales teams to originate loans to property investors who buy, rehab, resell, and/or rent properties.&nbsp;The company originates and services multiple business-purpose loan products (&ldquo;BPLs&rdquo;), via various sales channels, which, together with ancillary service offerings, provide an end-to-end experience that drives repeat customer transactions and profitability.&nbsp;The company&rsquo;s loan products include residential transitional bridge loans (&ldquo;RTLs&rdquo;) (including single and multi-family properties) and Rental Loans (including single property rentals and rental portfolios).&nbsp;&nbsp;
 
 
 &nbsp;
 
 
 Founded in 2014, Roc360 is headquartered in NYC and has over 450 team members globally across three continents and five countries.&nbsp;Roc360 can originate loans in 45+ states and Washington, D.C.&nbsp;The company&rsquo;s founders have worked together for over 25 years, and most of its senior management team have also enjoyed a long tenure at the company.&nbsp;Through its proprietary technology-enabled Third-Party Originator and Direct-to-Borrower lending channels and strong brand recognition, the company has funded over $20bn in loans since its inception.&nbsp;&nbsp;
 
 
 &nbsp;
 
 
 
 POSITION
 
 
 
 We are looking for an Administrative Assistant for Roc360.&nbsp;The Administrative Assistant will play a critical role in supporting both executive and technical teams and ensuring smooth communication, documentation, and scheduling within a fast-paced, innovation-focused environment.&nbsp;A candidate should have prior administrative support experience in an office environment and be tech-savvy, highly organized, and capable of working in a fast-paced, cross-functional environment.&nbsp;This role requires strong attention to detail and a client-focused mindset.
 
 
 
 
 
 
 RESPONSIBILITIES
 
 
 <ul>
 <li>
 Answer and route phone calls, emails, and correspondence in a professional manner.
 </li>
 <li>
 Maintain executive and team calendars; schedule meetings and conference calls; coordinate meetings across time zones.
 </li>
 <li>
 Order office supplies, manage mail and courier services, and support office logistics.
 </li>
 <li>
 Coordinate travel arrangements and expense reporting.
 </li>
 <li>
 Maintain confidentiality with sensitive client, lending, and company data.
 </li>
 <li>
 &nbsp;Providing general administrative and office support to staff and management.
 </li>
 </ul>
 
 
 
 
 
 QUALIFICATIONS/REQUIREMENTS
 
 
 <ul>
 <li>
 
 This is a full-time, in-person position based in NYC.
 
 </li>
 <li>
 3+ years of demonstrated administrative support or office management experience, ideally in real estate, lending, banking, finance, or AI.
 </li>
 <li>
 Excellent verbal and written communication skills.
 </li>
 <li>
 Strong organizational and time management skills.
 </li>
 <li>
 High attention to detail, especially with documentation.
 </li>
 <li>
 High level of discretion when handling sensitive client and company information.
 </li>
 <li>
 Proficiency in Microsoft Office Suite, Google Workspace, and Excel.
 </li>
 <li>
 Team-oriented and highly collaborative personality&nbsp;
 </li>
 </ul>
 
 
 
 
 
 COMPENSATION &amp; BENEFITS
 
 
 <ul>
 <li>
 Competitive salary commensurate with experience.
 </li>
 <li>
 Health, dental, and vision insurance benefits/FSA/401K matching.
 </li>
 <li>
 Paid time off and holidays.
 </li>
 <li>
 Opportunities for growth and professional development.
 </li>
 </ul>
 
 
 
 
 
 ﻿*************************
 
 
 
 
 Roc360 are Equal Opportunity Employers.&nbsp;We respect and endeavor to empower individuals and support the diverse cultures, perspectives, skills, and experiences within our workforce.
 
 
</div>

Fox Corporation

<div>
 
 
 OVERVIEW OF THE COMPANY
 
 
 Fox Corporation Under the FOX banner, we produce and distribute content through some of the world&rsquo;s leading and most valued brands, including: FOX News Media, FOX Sports, FOX Entertainment, FOX Television Stations and Tubi Media Group. We empower a diverse range of creators to imagine and develop culturally significant content, while building an organization that thrives on creative ideas, operational expertise and strategic thinking.
 
 
 JOB DESCRIPTION
 
 
 
 
 FOX&rsquo;s Corporate Office is seeking an Administrative Assistant to provide day-to-day support across facilities, vendor management, and departmental projects. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
 
 
 
 a Snapshot Of Your Responsibilities
 
 
 
 <ul>
 <li>
 Provide administrative support to multiple executives, including calendar management and travel arrangements
 </li>
 <li>
 Register visitors and vendors into building systems
 </li>
 <li>
 Submit and track facilities work orders; liaise with building management
 </li>
 <li>
 Coordinate guest office and conference room reservations
 </li>
 <li>
 Organize colleague schedules for in-person and Zoom meetings
 </li>
 <li>
 Submit ID badge access requests through the Security ID office
 </li>
 <li>
 Maintain departmental files in Box
 </li>
 <li>
 Liaise with vendors (cleaners, painters, electricians, plumbers) for project updates
 </li>
 <li>
 Assist with new vendor onboarding and submit invoices for payment
 </li>
 <li>
 Finalize monthly Conference Center usage back-billing with Finance
 </li>
 <li>
 Distribute weekly food and beverage outlet menus, process weekly Fitness Center reports
 </li>
 <li>
 Support departmental projects and events
 </li>
 <li>
 Manage Seamless account and process monthly invoices
 </li>
 <li>
 Track ongoing projects, ensuring follow-up on outstanding needs
 
 
 </li>
 </ul>
 
 What You Will Need
 
 
 
 <ul>
 <li>
 2+ years of administrative or office support experience
 </li>
 <li>
 Strong organizational skills and ability to prioritize
 </li>
 <li>
 Excellent written and verbal communication skills
 </li>
 <li>
 Proficiency with Microsoft Office Suite, Box, Zoom, and similar tools
 </li>
 <li>
 Detail-oriented, proactive, and comfortable handling multiple project
 
 
 </li>
 </ul>
 
 NICE TO HAVE BUT NOT A DEALBREAKER
 
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree
 </li>
 <li>
 Experience coordinating with vendors, facilities, or building management
 
 
 </li>
 </ul>
 
 We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, gender identity, disability, protected veteran status, or any other characteristic protected by law. We will consider for employment qualified applicants with criminal histories consistent with applicable law.
 
 
 
 Pursuant to state and local pay disclosure requirements, the pay rate/range for this role, with final offer amount dependent on education, skills, experience, and location is $23.50-31.25 per hour. This role is also eligible for various benefits, including medical/dental/vision, insurance, a 401(k) plan, paid time off, and other benefits in accordance with applicable plan documents. Benefits for Union represented employees will be in accordance with the applicable collective bargaining agreement.
</div>

Marathon Asset Management

<div>
 Marathon Asset Management is a leading global asset manager specializing in public and private credit with ~$23 billion in assets under management. Marathon is recognized as a distinguished leader with 27+ years of exceptional performance and partnership. Marathon&rsquo;s integrated global credit platform is driven by our specialized, highly experienced, and disciplined teams across Private Credit: Direct Lending, Asset Based Lending and Opportunistic Credit and Public Credit: High Yield, Leveraged Loans &amp; CLOs, Emerging Markets, and Structured Credit. Marathon&rsquo;s mission is to build lasting partnerships with an unwavering commitment to delivering best-in-class performance, service, and reliability on behalf of our clients.
 
 
 The Administrative Assistant will provide high-level, proactive support to a team of senior leaders, helping to ensure seamless day-to-day operations in a fast-paced, team-oriented environment. This role requires strong judgment, attention to detail, and the ability to anticipate needs, manage competing priorities, and represent the team with professionalism.
 
 
 The position is based in-office five days per week.
 
 
 
 Responsibilities
 
 
 
 <ul>
 <li>
 Manage complex calendars for multiple senior leaders, including prioritizing requests and resolving scheduling conflicts.
 </li>
 <li>
 Coordinate internal and external meetings, ensuring all logistics are handled seamlessly (scheduling, materials, technology, catering, and follow-ups).
 </li>
 <li>
 Arrange and manage domestic and international travel, including detailed itineraries, real-time changes, and related documentation.
 </li>
 <li>
 Prepare, submit, and track expense reports (via Concur), ensuring accuracy and timely processing.
 </li>
 <li>
 Provide reception desk coverage, serving as backup to receptionist, including greeting visitors, answering phones, and managing inquiries.
 </li>
 <li>
 Collaborate with the administrative team to ensure smooth coordination and consistent day-to-day office operations.
 </li>
 <li>
 Assist with preparing and maintaining conference rooms, binding marketing materials, and coordinating facilities and maintenance requests.
 </li>
 <li>
 Serve as a key point of contact for internal and external stakeholders, maintaining a high level of professionalism and responsiveness.
 </li>
 <li>
 Support senior leadership, as well as firmwide operations, by assisting with a range of ad hoc projects and general administrative needs.
 </li>
 <li>
 Maintain confidentiality and exercise sound judgment when handling sensitive information.
 
 
 </li>
 </ul>
 
 Qualifications
 
 
 
 <ul>
 <li>
 5+ years of experience in administrative or executive support roles, with a strong track record of managing the needs of multiple senior stakeholders.
 </li>
 <li>
 Exceptional attention to detail and follow-through.
 </li>
 <li>
 Proven ability to work collaboratively in a team-oriented environment, demonstrating a proactive, adaptable and solution-oriented approach.
 </li>
 <li>
 Excellent interpersonal skills, with the ability to build strong relationships and interact effectively with stakeholders at all levels.
 </li>
 <li>
 Strong organizational and time management skills, with demonstrated success prioritizing competing priorities and meeting tight deadlines.
 </li>
 <li>
 Highly effective written and verbal communication skills.
 </li>
 <li>
 Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with Concur or similar expense management platforms preferred.
 </li>
 <li>
 Comfortable thriving in a fast-paced, in-office environment with shifting priorities.
 
 
 </li>
 </ul>
 The average salary for this role $100,000 &ndash; $110,000 in base pay and is exclusive of any bonuses or benefits. The base pay offered will be determined based on your experience, location, skills, training, certifications and education, and in addition we will also consider internal equity and market data. We do not anticipate that candidates hired will begin at the top of the range however, from time to time, it may occur on a case-by-case basis.
 
 
 No agencies please.
 
 
 Equal Opportunity Employer M/F/D/V
</div>

Sol de Janeiro

<div>
 
 
 Our Story
 
 
 
 
 
 Launched in 2015, S
 
 
 ol
 
 
 de
 
 
 J
 
 
 aneiro
 
 
 is a globally recognized, award-winning beauty brand, drawing inspiration from Brazil&rsquo;s beauty rituals, warmth, and spirit.
 
 
 S
 
 
 ol
 
 
 de
 
 
 J
 
 
 aneiro
 
 
 delivers a sensory experience beloved by multi-generational consumers worldwide, with clinically proven results, transformative textures, and transportive fragrances.&nbsp;
 
 
 
 &nbsp;
 
 
 
 
 
 Headquartered in New York and launched as a digitally native brand, we have expanded globally with teams in Paris, London, and Germany.&nbsp;
 
 
 Our commitment to excellence
 
 
 has earned high-profile honors, including being named one of
 
 
 
 
 
 TIME1
 
 
 
 
 
 00&rsquo;s 2024 Most Influential Companies,
 
 
 
 
 
 Fast Company&rsquo;s
 
 
 
 
 
 2024 World's Most Innovative Companies, and
 
 
 
 
 
 WWD Beauty Inc&rsquo;s
 
 
 
 
 
 Power Brands of 2024, underscoring its leadership in the beauty industry and outstanding workplace
 
 
 .
 
 
 These accolades highlight our dedication to being a leading brand in the beauty industry and an exceptional workplace.
 
 
 
 &nbsp;
 
 
 
 
 What You&rsquo;ll Do
 
 We are seeking a highly proactive, polished, and detail-obsessed Administrative Assistant to support our Global Marketing &amp; Digital Leadership team. This is a dynamic, fast-paced, and highly visible role that requires exceptional judgment, communication, and organizational excellence.
 
 
 The ideal candidate thrives in a high-growth environment, anticipates needs before they arise, and is a true team player who brings positivity, discretion, and calm under pressure.
 
 
 
 
 
 What You&rsquo;ll Be Working On
 
 
 Executive Support
 
 
 
 &middot; Manage complex calendars for the Global Marketing &amp; Digital Leadership team including scheduling across multiple time zones and coordinating high-priority meetings, presentations, and reviews.
 
 
 &middot; Act as gatekeeper and liaison on behalf of the Global Marketing &amp; Digital Leadership team &nbsp;, prioritizing requests, communications, and meeting flow.
 
 
 &middot; Prepare, edit, and format documents, presentations, and correspondence with high attention to detail and brand alignment.
 
 
 &middot; Maintain strict confidentiality and discretion when handling sensitive business, brand, and personnel information.
 
 
 
 Meeting &amp; Event Coordination
 
 
 
 &middot; Organize and support key Marketing &amp; Digital team meetings, leadership offsites, creative reviews, agency partner meetings, and cross-functional events.
 
 
 &middot; Manage agendas, pre-reads, follow-ups, and action tracking to ensure seamless execution.
 
 
 
 Operational &amp; Administrative Support
 
 
 
 &middot; Coordinate domestic and international travel itineraries, agendas, and logistics for the key leadership team members in partnership with the Travel Manager.
 
 
 &middot; Submit and track expense reports; manage invoices, purchase orders, vendors, and budget items in partnership with Finance.
 
 
 &middot; Partner closely with the Creative, Brand, Digital, and Global Marketing teams to support planning, alignment, and project coordination needs.
 
 
 &middot; Handle general administrative responsibilities including ordering supplies, managing systems access requests, and supporting onboarding for new Marketing/Digital hires as needed.
 
 
 
 Cross-Functional Collaboration
 
 
 
 &middot; Build strong relationships across Marketing, Digital, Creative, HR, Finance, and Executive Leadership to ensure alignment, communication, and flawless coordination.
 
 
 &middot; Collaborate with a broader network of global admins to ensure consistent support for cross-functional initiatives and global priorities.
 
 
 
 
 
 
 Must Haves
 
 
 &middot; 5+ years of experience supporting senior-level executives, preferably in a fast-paced, high-growth environment; luxury beauty, fashion, or consumer brand experience is a plus.
 
 
 &middot; Bachelor&rsquo;s degree preferred.
 
 
 &middot; Demonstrated ability to organize, prioritize, and excel under pressure with shifting deadlines.
 
 
 &middot; Exceptional verbal and written communication skills, with polished professionalism and executive presence.
 
 
 &middot; Highly proactive, resourceful, and solution-oriented &mdash; always thinking two steps ahead.
 
 
 &middot; Ability to maintain confidentiality and handle sensitive information with absolute discretion.
 
 
 &middot; Strong relationship-building skills with a positive, team-first mindset.
 
 
 &middot; Proficiency in Microsoft Office (Excel, PowerPoint), Google Suite, and calendar management tools.
 
 
 &middot; Comfortable navigating ambiguity and supporting both strategic and tactical needs.
 
 
 &middot; Must be comfortable working a hybrid schedule (3 days per week in our NYC office).
 
 
 
 
 
 
 Salary Range: $90,000 USD - $100,000 USD
 
 
 Why Sol de Janeiro?
 
 <ul>
 <li>
 Competitive salary and bonus program for full-time team members
 </li>
 <li>
 Flexible hybrid work environment with opportunities for collaboration and growth
 </li>
 <li>
 Inclusive culture that values diverse perspectives and celebrates individuality
 </li>
 <li>
 The chance to be part of a fast-growing, award-winning global beauty brand
 </li>
 </ul>
 
 
 &nbsp;
 
 
 The information contained herein is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee, as these may change or new ones may be assigned at any time.
 
 
 &nbsp;
 
 
 
 
 Sol de Janeiro is committed to diversity and inclusion in the workplace. We are an equal opportunity employer and do not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status.
 
 
 &nbsp;
 
 
 
 Requests for accommodation due to a disability or any other protected characteristic can be made at any stage of the recruitment process and during employment by contacting our People Experience Team at
 
 careers@soldejaneiro.com
 
 .&nbsp;
 
 
 https://soldejaneiro.com/pages/privacy-policy-sol-de-janeiro
 
</div>

New York Life

<div>
 
 Location Designation:
 
 Hybrid - 3 days per week
 
 
 As part of Technology, you'll have the opportunity to contribute to groundbreaking initiatives that shape New York Life's digital landscape. Leverage cutting-edge technologies like Generative AI to increase productivity, streamline processes, and create seamless experiences for clients, agents, and employees. Your expertise fuels innovation, agility, and growth &mdash; driving the company's success.
 
 
 
 Role Overview
 
 
 
 We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to provide comprehensive administrative and coordination support to one or more Executive Officers and their teams within New York Life's Foundational Business Technology Department. This role helps keep day-to-day operations running smoothly by managing calendars, coordinating meetings and events, preparing materials, handling expenses, maintaining team information, and supporting onboarding and office coordination as needed. The ideal candidate is flexible and agile as priorities change, communicates effectively with stakeholders at all levels, works collaboratively with other administrative assistants, and handles confidential information with discretion.
 
 
 
 What You&rsquo;ll Do
 
 
 
 As a member of the Technology administrative support team, you will help leaders and teams stay organized, prepared, and connected. In addition:
 
 
 <ul>
 <li>
 Manage complex calendars for one or more leaders, including scheduling meetings, balancing priorities, coordinating across stakeholders and time zones, and resolving last-minute conflicts.
 </li>
 <li>
 Provide day-to-day administrative support for the team, including coordinating meetings, preparing agendas, materials, and presentations, tracking action items, ordering supplies, and maintaining organizational charts, distribution lists, and team information.
 </li>
 <li>
 Coordinate travel arrangements and reconcile travel and expense reports, including processing other departmental expenses as needed.
 </li>
 <li>
 Plan and support internal and external meetings, events, conferences, and team forums, including room setup, video conferencing, catering, and coordination with Office Services, IT, and other support teams.
 </li>
 <li>
 Assist with onboarding activities for new employees, provide backup support to other administrative assistants, manage secure and sensitive information, and support special projects or other administrative duties as assigned.
 
 
 </li>
 </ul>
 
 What You&rsquo;ll Bring
 
 
 
 You will bring a customer-service mindset, strong organizational discipline, and the ability to anticipate needs before they arise. You are comfortable managing competing priorities in a fast-paced environment, working independently with minimal supervision, and collaborating closely with other administrative professionals. You communicate clearly and professionally, demonstrate sound judgment, maintain confidentiality, and use Microsoft Office tools to create polished communications, presentations, spreadsheets, and meeting materials.
 
 
 
 Required Skills
 
 
 
 <ul>
 <li>
 8+ years of experience in an administrative support role, including experience supporting senior leaders or executive teams.
 </li>
 <li>
 Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, with strong calendar management skills.
 </li>
 <li>
 Excellent verbal and written communication skills, with the ability to interact professionally with all levels of the organization and external partners.
 </li>
 <li>
 Strong organizational, time management, and problem-solving skills, with exceptional attention to detail and the ability to prioritize multiple tasks with urgency.
 </li>
 <li>
 Proven ability to manage confidential and sensitive information with discretion, professionalism, and sound judgment.
 </li>
 <li>
 Ability to work independently, collaborate with other administrative professionals, and adapt to changing priorities in a dynamic environment.
 
 
 </li>
 </ul>
 
 Preferred Skills
 
 
 
 <ul>
 <li>
 Experience supporting Technology teams or leaders in a large corporate environment.
 </li>
 <li>
 Experience coordinating meetings, events, travel, onboarding, or office and floor operations.
 </li>
 <li>
 Bachelor's degree preferred.
 </li>
 <li>
 Familiarity with productivity, collaboration, task management, or Generative AI tools used to streamline administrative work.
 
 
 </li>
 </ul>
 
 Pay Transparency
 
 
 
 Salary Range: $60,500-$86,000
 
 
 Overtime eligible: Nonexempt
 
 
 Discretionary bonus eligible: Yes
 
 
 Sales bonus eligible: No
 
 
 Actual base salary will be determined based on several factors but not limited to individual&rsquo;s experience, skills, qualifications, and job location. Additionally, employees are eligible for an annual discretionary bonus. In addition to base salary, employees may also be eligible to participate in an incentive program.
 
 
 
 Company Overview
 
 
 
 At New York Life, our 180-year legacy of purpose and integrity fuels our future. As we evolve into a more technology-, data-, and AI-enabled organization, we remain grounded in the values that drive lasting impact.
 
 
 Our diverse business portfolio creates opportunities to make a difference across industries and communities&mdash;inviting bold thinking, collaborative problem-solving, and purpose-driven innovation. Here, you&rsquo;ll find the rare balance of long-standing stability and forward momentum, supported by an inclusive team that honors tradition while embracing progress.
 
 
 As a Fortune 100 mutual company, we offer a place to grow your skills, contribute to meaningful work, and deliver solutions that matter. Your ideas drive what&rsquo;s next, and your growth powers it.
 
 
 
 Our Benefits
 
 
 
 We provide a full package of benefits for employees &ndash; and have unique offerings for a modern workforce, including leave programs, adoption assistance, and student loan repayment programs. Based on feedback from our employees, we continue to refine and add benefits to our offering, so that you can flourish both inside and outside of work. Click here to discover more about our comprehensive benefit options or visit our NYL Benefits Site.
 
 
 
 Our Commitment to Inclusion
 
 
 
 At New York Life, fostering an inclusive workplace is fundamental to who we are and how we serve our communities. We have a longstanding commitment to creating an environment where individuals can contribute their best and succeed together. This foundation is rooted in our core values of humanity and integrity, ensuring that every employee feels valued and supported. By embracing a broad range of perspectives and experiences, we achieve greater success and fulfill our promise of providing financial security and peace of mind to families across all communities. Click here to learn more about New York Life&rsquo;s leadership in this space.
 
 
 Recognized as one of
 
 Fortune&rsquo;s
 
 World&rsquo;s Most Admired Companies, New York Life is committed to improving local communities through a culture of employee giving and volunteerism, supported by the Foundation. We're proud that due to our mutuality, we operate in the best interests of our policy owners. To learn more about career opportunities at New York Life, please visit the Careers page of www.NewYorkLife.com.
 
 
 Visit our LinkedIn to see how our employees and agents are leading the industry and impacting communities.
 
 
 Visit our Newsroom to learn more about how our company is constantly evolving to meet our clients' and employees&rsquo; needs.
 
 
 Job Requisition ID: 94058
</div>

Vornado Realty Trust

<div>
 
 Position Summary
 
 
 
 Vornado Realty Trust (NYSE: VNO) is an equity Real Estate Investment Trust (REIT) with over 30 million square feet of office and retail properties under management. With portfolio concentration in New York City, Vornado also owns premier assets of theMART in Chicago and the 555 California Street complex in San Francisco. Vornado&rsquo;s reputation in the industry is one of unmatched quality and integrity. For more than ten years, Vornado has been a leader in environmental sustainability among REITs and large commercial landlords in New York.
 
 
 Vornado Realty Trust is seeking a highly organized and proactive Administrative Assistant &ndash; Development &amp; Construction to support both the Development and Construction teams. This role provides comprehensive administrative, scheduling, and project coordination support across complex Class A office, mixed-use, and high-street retail development, redevelopment, and construction projects.
 
 
 The position interfaces regularly with internal departments, external consultants, contractors, and ownership partners. The ideal candidate is detail-oriented, resourceful, and capable of managing multiple priorities while maintaining a high level of professionalism and discretion.
 
 
 
 Key Responsibilities
 
 
 
 
 Scheduling &amp; Coordination
 
 
 
 <ul>
 <li>
 Answer, route, and track incoming departmental calls.
 </li>
 <li>
 Manage calendars for Development and Construction team members and coordinate internal, interdepartmental, and external meetings.
 </li>
 <li>
 Schedule meetings with internal stakeholders and external partners, including architects, engineers, expeditors, zoning consultants, contractors, construction managers, and joint venture partners.
 </li>
 <li>
 Interface with multiple departments, including Accounting, Construction, Leasing (Office and Retail), Legal, Property Management, and Sustainability.
 </li>
 <li>
 Coordinate and prepare for internal development meetings, construction coordination meetings, investment committee presentations, design reviews, and project strategy sessions.
 </li>
 <li>
 Assist in coordinating site visits, construction walkthroughs, and high-street retail tours.
 </li>
 <li>
 Support coordination of public agency and entitlement-related meetings (e.g., DOB, City Planning, Landmarks Preservation Commission, community boards).
 </li>
 <li>
 Book and coordinate domestic and international business travel arrangements.
 
 
 </li>
 </ul>
 
 Organization &amp; Document Management
 
 
 
 <ul>
 <li>
 Maintain and organize the Development and Construction shared drive, including architectural drawings, specifications, contracts, budgets, schedules, zoning analyses, and construction documentation.
 </li>
 <li>
 File and track executed agreements, including consultant contracts, construction agreements, NDAs, and joint venture documentation, in internal systems (e.g., BizFlow).
 </li>
 <li>
 Maintain project trackers for key milestones across development and construction, including rezoning processes (e.g., ULURP), permitting, procurement, and construction timelines.
 </li>
 <li>
 Assist in tracking zoning and entitlement workflows, as well as construction-related processes such as bid packages, contractor coordination, and project schedules.
 </li>
 <li>
 Coordinate version control and distribution of drawings, presentations, and reports across internal teams and external consultants/contractors.
 </li>
 <li>
 Support preparation of internal and external reporting materials, including development updates, construction reports, board materials, and lender/investor packages.
 
 
 </li>
 </ul>
 
 Expense &amp; Administrative Support
 
 
 
 <ul>
 <li>
 Manage departmental time sheets through UKG.
 </li>
 <li>
 Process, track, and reconcile invoices and project-related billing, including architect/engineer fees, zoning consultants, legal invoices, contractor requisitions, and construction-related expenses.
 </li>
 <li>
 Coordinate with Accounting on development and construction budgets, coding, and invoice approvals tied to capital projects and redevelopment initiatives.
 </li>
 <li>
 Prepare, file, and monitor employee expense reports, including American Express statements and receipt reimbursements, via Chrome River.
 </li>
 <li>
 Assist with tracking project budgets, including costs associated with entitlement, pre-development, and construction activities.
 
 
 </li>
 </ul>
 
 Systems and Technology
 
 
 
 <ul>
 <li>
 Microsoft PowerPoint (investment committee materials, development presentations, construction updates)
 </li>
 <li>
 Zoom (meetings and phone system)
 </li>
 <li>
 DocuSign (monitoring and tracking signature workflows)
 </li>
 <li>
 BizFlow (document management and contract tracking)
 </li>
 <li>
 Chrome River (expense reporting)
 </li>
 <li>
 UKG (time and attendance)
 </li>
 <li>
 IBS Accounting System (budgets, job cost tracking, and financial reporting)
 
 
 </li>
 </ul>
 
 Qualifications
 
 
 
 <ul>
 <li>
 Prior progressive administrative or project support experience in a professional environment.
 </li>
 <li>
 Experience within commercial real estate, construction, development, or a related field is preferred.
 </li>
 <li>
 Exposure to New York City development or construction projects is a plus, whether through a developer, contractor, construction manager, consultant, or professional services firm.
 </li>
 <li>
 Ability to manage multiple priorities with detail in an organized and fast-paced environment.
 </li>
 <li>
 Professional communication skills and ability to interact with a wide range of internal and external stakeholders.
 
 
 </li>
 </ul>
 The starting base salary for this New York position is expected to be between $80,000 to $100,00 annually. Actual salary will be determined based on skills, experience (to the extent relevant) and other job-related factors, consistent with applicable law.
 
 
 
 Vornado Realty Trust is not offering relocation for this position based in New York, NY.
 
 
 
 
 Vornado Realty Trust is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, or status as a qualified individual with a disability.
 
</div>

Explore 91+ Administrative assistant in New York this June. Find roles across top companies and apply now to boost your career.

91 administrative assistant jobs In New York

Administrative Assistant

Administrative Assistant

Administrative Assistant

Administrative Assistant

Administrative Assistant

Administrative Assistant

Administrative Assistant