administrative assistant Jobs in New York

administrative assistant

executive administrative assistant Jobs in New York

executive administrative assistant

senior administrative assistant Jobs in New York

senior administrative assistant

executive assistant office manager Jobs in New York

executive assistant office manager

executive assistant/office manager Jobs in New York

executive assistant/office manager

administrative manager

april

<div>
 <strong>
  About The Role
  <br/>
  <br/>
 </strong>
 april is looking for a proactive, resourceful
 <strong>
  Executive Assistant/Office Manager
 </strong>
 to support two senior leaders and assist in managing our New York City office. This role goes beyond traditional administrative support: you&rsquo;ll act as a strategic partner, helping the executives stay focused, move quickly, and scale effectively. The ideal candidate thrives in ambiguity, anticipates needs, and takes ownership in a high-velocity environment. Team members residing within the New York City metropolitan area must maintain a minimum on-site presence of three days per week.
 <br/>
 <br/>
 <strong>
  Key Responsibilities
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   Manage complex, fast-changing calendars for two executives, balancing internal priorities with external demands
  </li>
  <li>
   Coordinate travel, meetings, and logistics with speed and accuracy
  </li>
  <li>
   Act as a gatekeeper and trusted liaison between executives and internal/external partners
  </li>
  <li>
   Prepare briefings, decks, talking points, and follow-up notes
  </li>
  <li>
   Support cross-functional projects and ad hoc initiatives as needed
  </li>
  <li>
   Manage expenses, invoices, and basic budget tracking
  </li>
  <li>
   Help coordinate team meetings, and company events
  </li>
  <li>
   Partner with other team members to keep leadership aligned and informed
  </li>
  <li>
   Demonstrates strong proactivity and ownership by anticipating executive needs, independently identifying and resolving issues, and taking full responsibility for outcomes.
  </li>
  <li>
   Handle sensitive and confidential information with discretion
  </li>
  <li>
   Assist in the upkeep of NYC HQ by updating inventory, restocking the pantry and ordering supplies
  </li>
  <li>
   Fosters a comfortable, well-functioning office environment by proactively managing logistics, anticipating team needs, and ensuring the workspace supports productivity and professionalism
   <br/>
   <br/>
  </li>
 </ul>
 <strong>
  Experience
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   4+ years of experience supporting senior leaders in a startup or high-growth environment
  </li>
  <li>
   Exceptional organization, prioritization, and follow-through skills
  </li>
  <li>
   Strong written and verbal communication skills
  </li>
  <li>
   Comfort working in ambiguity and adapting to change quickly
  </li>
  <li>
   High level of judgment, discretion, and emotional intelligence
   <br/>
   <br/>
  </li>
 </ul>
 <strong>
  Preferred
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   Experience at an early-stage or scaling startup.
  </li>
  <li>
   Experience supporting multiple executives simultaneously.
  </li>
  <li>
   Familiarity with tools such as Google Workspace, Slack, Notion, or similar.
   <br/>
   <br/>
  </li>
 </ul>
 <strong>
  About April
  <br/>
  <br/>
 </strong>
 april is the only embedded, year-round tax platform built to power smarter financial decisions. From filing to planning to onboarding, april's white-labeled tools bring real-time tax intelligence into the platforms people already use, helping users understand the impact of every paycheck, equity transaction, or income shift, and stay on top of tax payments throughout the year. Built to handle even the most complex tax situations, april's AI-powered tax engine ingests data directly from partner apps to deliver accurate outcomes in record time&mdash;making tax planning and filing more connected, contextual, and accessible than ever. With API-first infrastructure and seamless data integrations, april helps partners deliver more value, deepen loyalty, and turn taxes into a strategic edge&mdash;for their clients and their business.
 <br/>
 <br/>
 <em>
  In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.
 </em>
</div>


Executive Assistant/Office Manager

Troutbrook

<p><b>Job Summary</b>. MUST HAVE REAL ESTATE DEV/ MGMT OR CONSTRUCTION EXPERIENCE</p><p>We are looking for a highly capable, disciplined professional who can take ownership of operations, procurement, and administrative systems. This role is for someone who is organized, proactive, and comfortable using modern tools&mdash;including AI&mdash;to improve workflows, increase efficiency, and keep the business running smoothly.</p><p>This is not a basic administrative role. We need someone who can think critically, solve problems, and build systems that make the company operate better.</p><p><b>Key Responsibilities</b></p><ul><li>Manage administrative operations and internal organization</li><li>Handle procurement, purchasing, and vendor coordination</li><li>Track orders, invoices, contracts, and operational documentation</li><li>Build efficient workflows and systems using modern software and AI tools</li><li>Conduct research, analysis, and reporting using AI platforms and automation tools</li><li>Coordinate across teams to ensure projects and operational tasks stay on schedule</li><li>Identify opportunities to improve efficiency and reduce operational friction</li><li>Maintain organized records, files, and internal processes</li></ul><p><b>Required Qualifications</b></p><ul><li>Minimum <b>5 years of professional experience</b> in administration, operations, procurement, or a related role</li><li>Strong organizational and operational management skills</li><li>Comfortable using <b>AI tools (ChatGPT, automation platforms, data tools, etc.)</b> to improve productivity</li><li>Highly detail-oriented and capable of managing multiple priorities</li><li>Strong communication and problem-solving skills</li><li>Advanced proficiency with Excel, Google Workspace, and modern software tools</li></ul><p><b>Ideal Candidate</b></p><ul><li>Extremely organized and proactive</li><li>Comfortable taking ownership and making decisions</li><li>Technologically fluent and curious about new tools</li><li>Able to bring structure and discipline to operations</li></ul><p>Submit your resume and a short note describing how you use <b>AI or automation tools to improve your work or increase efficiency.</b></p><p><b>Duties</b></p><ul><li>Manage complex calendars and schedule appointments using Microsoft Outlook Calendar and Google Workspace, ensuring optimal time management for executives.</li><li>Coordinate and organize real estate events, meetings, and open houses, including venue arrangements, invitations, and logistics.</li><li>Handle all aspects of office management, including filing, data entry, document proofreading, transcription, and maintaining organized records.</li><li>Provide executive administrative support such as preparing reports, drafting correspondence, and managing phone etiquette on multi-line phone systems.</li><li>Utilize QuickBooks for basic bookkeeping tasks like invoicing, expense tracking, and financial record keeping related to property transactions.</li><li>Assist with project coordination by tracking deadlines, preparing presentation materials, and ensuring timely completion of real estate deals.</li><li>Support personal assistant duties as needed, including managing personal schedules or errands for executives to maximize productivity.</li><li>Use Office experience and computer literacy skills to streamline administrative workflows and improve overall office efficiency.</li><li>Maintain excellent customer service standards when interacting with clients, vendors, contractors, and team members.</li></ul><p><b>Experience</b></p><ul><li>Proven administrative experience supporting executives in a fast-paced environment, preferably within the real estate industry.</li><li>Demonstrated expertise in office management tasks such as filing systems, data entry, clerical work, and front desk responsibilities.</li><li>Prior experience with event planning for corporate or real estate functions is highly desirable.</li><li>Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace tools (Docs, Sheets), and DocuSign for electronic signatures.</li><li>Familiarity with QuickBooks for bookkeeping purposes and basic financial transactions related to real estate transactions.</li><li>Strong organizational skills with an ability to prioritize tasks effectively while maintaining attention to detail.</li><li>Excellent typing speed combined with proofreading skills to ensure accuracy in all documents and communications.</li><li>Knowledge of multi-line phone systems and professional phone etiquette to handle inquiries efficiently.</li><li>Experience in transcription or data entry roles that require high accuracy and confidentiality is a plus. Join us if you&rsquo;re ready to bring energy into a fast-moving real estate environment while delivering transparent support that keeps everything running seamlessly!</li></ul><p>Pay: $75,000.00 - $85,000.00 per year</p><p>Benefits:</p><ul><li>401(k)</li><li>Dental insurance</li><li>Health insurance</li><li>Paid time off</li></ul><p>Work Location: In person</p>

Executive Administrative Assistant Real Estate

Glocap Business Professionals, Administrative, Operations

<div>
 <p>
  Our client, a small investment banking firm, is seeking a full-time Office Manager to help support the team as the professional and personable face of the company. Our client is looking for someone who can bring enthusiasm and dedication to work every day, seeks out ways to improve systems and processes, and can handle sensitive/confidential information with integrity and discretion.
 </p>
 <p>
  <br/>
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Job Details:
  </strong>
 </p>
 <p>
  COMPANY: Investment Banking Firm
 </p>
 <p>
  ROLE: Office Manager
 </p>
 <p>
  COMPENSATION: $80k-$90K DOE+ Bonus Eligibility + Benefits
 </p>
 <p>
  HOURS: 9:00am - 5:00pm
 </p>
 <p>
  DEGREE: Required
 </p>
 <p>
  IN-PERSON: Fully on-site in the New York City office
 </p>
 <p>
  <br/>
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Responsibilities:
  </strong>
 </p>
 <p>
  -Manage calendars and schedule calls &amp; meetings (principally for several senior bankers)
 </p>
 <p>
  -Spearhead office improvement projects, installations, repairs, and maintenance
 </p>
 <p>
  -Function as the office representative to building management, vendors, and IT consultants
 </p>
 <p>
  -Order office supplies and maintain inventory
 </p>
 <p>
  -Plan company events -Maintain files and reference materials
 </p>
 <p>
  -Act as the liaison for HR and insurance companies
 </p>
 <p>
  -Support process for new hires, including overseeing onboarding/offboarding
 </p>
 <p>
  -Prepare expense and travel reimbursement reports
 </p>
 <p>
  -Invoice clients
 </p>
 <p>
  -Support FINRA compliance processes
 </p>
 <p>
  -Assist with special projects as they arise
 </p>
 <p>
  -Perform front desk receptionist duties (answer phones, greet guests, manage conference room usage, coordinate catering and refreshments for meetings)
 </p>
 <p>
  <br/>
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Requirements:
  </strong>
 </p>
 <p>
  -College degree required
 </p>
 <p>
  -At least 2 years of relevant experience
 </p>
 <p>
  -Microsoft Outlook, Excel, PowerPoint, and Word experience
 </p>
 <p>
  -Outgoing and engaging personality
 </p>
</div>


Office Manager

<div>
 Welcome to Fi.
 <br/>
 <br/>
 We&rsquo;re a passionate team from Square, Google, TikTok, Peloton, Uber, and more working to transform the human-pet relationship. Our mission? Develop cutting-edge technology to revolutionize what it means to be a pet parent. The pet industry remains firmly stuck in the past and we are here to change that. Fi is leveraging our team's talent and expertise to improve the lives of millions of pets in the U.S. Real-time location tracking, activity, sleep and behavior monitoring &ndash; and that's just the beginning.
 <br/>
 <br/>
 The most exciting aspect of our work? Bridging the communication gap between pets and humans. Imagine a world where everyone knows how their pet feels in real time and how to keep their best friend in good shape. That's the future we're building at Fi.
 <br/>
 <br/>
 If you're someone who thrives in innovative, collaborative work environments and feels strongly about helping pets live longer, better lives, Fi could be the perfect fit. Join us in our pursuit of the &ldquo;impossible,&rdquo; or as we call it here &ldquo;let me find a way,&rdquo; to redefine the future of pet ownership together.
 <br/>
 <br/>
 Fi is looking for an Office Manager!
 <br/>
 <br/>
 Fi is looking for a highly organized and proactive Office Manager to ensure the smooth day-to-day operation of our NYC headquarters. You&rsquo;ll be the go-to person for all things related to our physical office space&mdash;making sure everything runs efficiently, looks great, and supports a productive, dog-friendly workplace.
 <br/>
 <br/>
 If you're operationally minded, service-oriented, and excited to be the backbone of our in-office experience, this role is for you.
 <br/>
 <br/>
 <strong>
  What You&rsquo;ll Do:
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   Independently manage daily operations to maintain a polished, productive workspace that impresses employees and visitors
  </li>
  <li>
   Curate office food and beverage, from weekly team meals to a well-stocked kitchen
  </li>
  <li>
   Manage all office vendor relationships, budgets, and contracts
  </li>
  <li>
   Maintain emergency procedures, security protocols, and general workplace policies
  </li>
  <li>
   Our team is growing! Partner with internal stakeholders to proactively optimize office layout, seating charts, and meeting room utilization
  </li>
  <li>
   Manage office aesthetics to create an inspiring workspace that aligns with our mission and culture
  </li>
  <li>
   Facilitate new hire onboarding logistics and workspace setup
  </li>
  <li>
   Join us in-person 5 days/week out of our NoHo office
   <br/>
   <br/>
   <br/>
  </li>
 </ul>
 <strong>
  What You'll Bring:
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   Self-starter mentality: You see what needs to be done and does it, often before anyone realizes it&rsquo;s needed. You can work independently, juggle multiple priorities, and take projects to completion with minimal supervision
  </li>
  <li>
   Creative problem solver: You&rsquo;re not afraid to try new approaches and iterate on solutions
  </li>
  <li>
   Spatial Intuition: You have a knack for making spaces feel polished and functional
  </li>
  <li>
   Relevant experience: 1&ndash;4 years in office management, hospitality, or similar
  </li>
  <li>
   Relationship builder: Strong interpersonal skills - you&rsquo;re naturally warm, approachable, and dependable
  </li>
  <li>
   Tech-savvy: you think digitally first and are comfortable using Google Workspace, Slack, AI, and Zoom
  </li>
  <li>
   Passionate about dogs: You are excited to work alongside dogs every day and maintain a dog-friendly workspace
   <br/>
   <br/>
   <br/>
  </li>
 </ul>
 <strong>
  Why You'll Love Us:
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   Time to Recharge: Enjoy flexible PTO to take the breaks you need
  </li>
  <li>
   Top-Notch Health Coverage: We&rsquo;ve got your back (and teeth and eyes) with full medical, dental, and vision insurance
  </li>
  <li>
   Wellness Perks: Free access to One Medical, Kindbody, and Talkspace to keep you feeling your best
  </li>
  <li>
   Give Back to the Pups: Make tails wag with a $500 annual donation to a dog charity of your choice through our BarkBack Program
  </li>
  <li>
   Free Fi Membership: Your furry best friend(s) get all the benefits of a Fi collar, on us!
  </li>
  <li>
   Love for Friends + Family: Share the Fi magic with loved ones through our gifting program
   <br/>
   <br/>
   <br/>
  </li>
 </ul>
 Fi is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within our organization, including hiring, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. Fi makes hiring decisions based solely on qualifications, merit, and our needs at the time.
 <br/>
 <br/>
 The anticipated base salary range for this position is $65,000&ndash;$85,000. Actual compensation will vary based on multiple factors, including skills, experience, market conditions, and role scope, which may evolve during the hiring process. As a fast-growing Series B startup, Fi evaluates compensation opportunistically to align with the right candidate. This role is also eligible for equity compensation.
</div>


Tishman Speyer

<div><div>Administrative Assistant</div><div></div><div>
Tishman Speyer creates vibrant destinations and dynamic environments that inspire innovation and connected communities. As a diversified developer, operator, and investment manager of top-tier real estate in 33 markets across the globe, our business choices are driven by the belief that real estate should unlock human potential. Tishman Speyer&rsquo;s diversified portfolio spans market rate and affordable residential communities, premier office properties and retail spaces, industrial facilities, and mixed-use campuses. We create state-of-the-art life science centers through our Breakthrough Properties joint venture, and foster innovation through our strategic proptech investments. By combining global perspective with local expertise, and a personalized approach, we are able to anticipate our customers&rsquo; evolving needs. We were the first real estate company to introduce asset-wide amenity services through our ZO platform, and the first traditional real estate company to create its own flexible space and coworking brand, Studio.</div><div>
Since our founding in 1978, Tishman Speyer has acquired, developed, and operated 522 properties, totaling 218 million square feet, with a combined value of over $129 billion (U.S.). Tishman Speyer currently has approximately $68 billion in assets under management, including iconic properties such as Rockefeller Center in New York City, The Springs in Shanghai, TaunusTurm in Frankfurt, and Mission Rock in San Francisco.</div><div></div><div>
Summary of the Position:</div><div>
The Receptionist / Administrative Assistant is a hybrid position that blends primary front desk coverage with administrative support for the 600 Fifth Avenue office, supporting Rainbow Room, Top of the Rock (TOR), Rock Center Venues (RCV), Rink Operations, and IT Operations.</div><div><br>
In addition, this role provides Executive Assistant (EA) support to (General Manager, Rainbow Room &amp; RCV) and (General Manager, Rock Integrated Hospitality). Representing approximately 5%&ndash;10% of the overall time allocation.</div><div></div><div>
The position ensures seamless front‑of‑house operations, comprehensive administrative support, and consistent employee‑engagement execution across multiple departments.</div><div></div><div>
Key Responsibilities:</div><div>
FRONT DESK &amp; RECEPTION</div><ul><li>
Serve as the primary receptionist for 600 Fifth Avenue, maintaining a professional, welcoming presence in a high‑volume open‑lobby environment.</li><li>
Manage guest, vendor, and delivery traffic while balancing administrative responsibilities.</li><li>
Ensure all guests, visitors, and interview candidates are welcomed, offered water/coffee, and directed to the appropriate team.</li></ul><div></div><div>
EXECUTIVE ASSISTANT SUPPORT (General Managers)</div><ul><li>
Schedule and manage appointments, calendars, and meetings</li><li>
Follow up on administrative tasks, including uploading invoices into Basware for approval.</li><li>
Coordinate walkthroughs, safety meetings, and operational meetings related to Rainbow Room and RCV.</li><li>
Manage meeting logistics, agendas, room setup, and follow‑ups.</li></ul><div></div><div>
OFFICE FACILITIES MANAGEMENT &ndash; 600 Fifth Avenue</div><ul><li>
Maintain inventory and ordering of all office supplies for the 600 Fifth Avenue office.</li><li>
Partner with TS Office Services to manage pantry items (coffee, snacks, dry goods) and budget alignment.</li><li>
Coordinate repairs of office equipment (microwaves, refrigerators, printers, copiers) in consultation with General Manager to ensure budget adherence.</li><li>
Work with TS Office Services and TS CS (Cleaning Services) to ensure office cleanliness and organization.</li><li>
Schedule quarterly deep cleanings and carpet shampooing for the office floor.</li><li>
Oversee care, replacement, and servicing of live plants in coordination with TS Gardening and TS Office Services.</li></ul><div></div><div>
ADMINISTRATIVE SUPPORT &ndash; RAINBOW ROOM</div><ul><li>
Provide direct administrative support to Rainbow Room leadership.</li><li>
Schedule interviews and coordinate candidate logistics.</li><li>
Order office supplies and maintain inventory for Rainbow Room teams.</li></ul><div></div><div>
EMPLOYEE ENGAGEMENT &amp; RECOGNITION &ndash; RAINBOW ROOM</div><ul><li>
Oversee and maintain the annual employee recognition and engagement calendar.</li><li>
Coordinate birthday celebrations, flyers, tracking, and logistics.</li><li>
Organize departmental celebrations, recognition moments, and team events.</li><li>
Manage service awards and tenure recognition processes.</li><li>
Support planning for the annual holiday party.</li><li>
Manage gift card ordering, tracking, and distribution for recognition programs.</li><li>
Coordinate team lunches and catering orders.</li><li>
Create and distribute employee announcements.</li><li>
Maintain employee bulletin boards.</li><li>
Track recognition‑related expenses and submit purchase requests.</li><li>
Obtain vendor quotes for engagement and recognition initiatives.</li></ul><div></div><div>
CROSS‑DEPARTMENTAL SUPPORT</div><div>
IT OPERATIONS</div><ul><li>
Provide administrative support to IT Operations.</li><li>
Support Building Technology initiatives by coordinating logistics, tracking progress, and reporting on portfolio‑wide projects.</li></ul><div>
ROCK CENTER VENUES (RCV)</div><ul><li>
Provide administrative and EA‑related support in coordination with leadership.</li></ul><div></div><div>
TOP OF THE ROCK (TOR)</div><ul><li>
Assist with administrative tasks and departmental coordination.</li></ul><div>
RINK OPERATIONS</div><ul><li>
Provide administrative support for seasonal or ongoing rink operations needs.</li></ul><div></div><div>
General Support Across Departments</div><ul><li>
Provide scheduling assistance to Rink, IT, GMS, and other leadership as needed.</li><li>
Ensure guests and internal visitors are welcomed and supported with facility access and refreshments.</li></ul><div>
FACILITIES &amp; R&amp;M / CAPEX COORDINATION</div><ul><li>
Work closely with FOH Coordinator to schedule R&amp;M and CAPEX vendors with TS Client Services.</li><li>
Ensure all related appointments are communicated to leadership and properly tracked.</li></ul><div></div><div>
Skills &amp; Qualifications:</div><ul><li>
Minimum 2 years of administrative or reception experience.</li><li>
Excellent organizational, multitasking, and customer service skills.</li><li>
Strong verbal and written communication abilities.</li><li>
Proficiency in Microsoft Office (Word, Excel, Outlook).</li><li>
High attention to detail, confidentiality, and discretion.</li><li>
Bilingual (Spanish) preferred.</li></ul><div></div><div>
The base compensation range for this role is $70,000- $75,000. This role is also eligible for a discretionary annual bonus, as well as access to our comprehensive medical, dental, and vision insurance, life and disability insurance, 401(k) plan (with matching contributions), wellness benefits and all other benefits afforded to full-time Tishman Speyer employees.</div><div></div><div>
This base range reflects a number of factors including, but not limited to, relevant experience, skill sets, and/or licensure required of an individual in this particular role. The base range is also specific to members of Tishman Speyer&rsquo;s New York team, as we&rsquo;ve considered factors specific to this geography.</div><div></div><div>
Tishman Speyer is deeply committed to creating and maintaining a diverse workforce which promotes different views and perspectives. We expect our leaders and employees alike to champion diversity and inclusion practices. Tishman Speyer has several employee affinity and interest groups that provide employees opportunities to develop professional relationships across the business and identify opportunities for development and advancement.</div><div>
We are proud to be an Equal Opportunity Employer and treat all applicants for employment equally based upon job-related qualifications and without regards to race, color, age, sex, sexual orientation, gender identity, gender expression, marital status, military or veteran status, national origin, disability, religion, or any other characteristics protected by law.</div><div></div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><br>
</div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div><div></div><div><i>
Tishman Speyer is an equal opportunity affirmative action employer and administers all personnel practices without regard to race, color, religion, sex, national origin, sexual orientation, gender identity or expression, disability, protected veteran status or military status, or any other category protected under applicable law. Tishman Speyer is committed to taking affirmative steps to promote the employment and advancement of minorities, women, persons with disabilities and protected veterans.</i></div><div></div><div><div><div><div><div><div><div><div><div><div><i><br>
</i></div></div></div></div></div></div></div></div></div></div><div></div><div><i>
Disability Assistance</i><i> - Tishman Speyer is committed to being an Equal Opportunity Employer and offers opportunities to all job seekers, including job seekers with disabilities. If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to use or access the Company&rsquo;s career webpage as a result of your disability. You may request reasonable accommodations by sending an email to </i><i>RecruitingAccommodations@tishmanspeyer.com</i></div></div>

Administrative Assistant

Sojitz Corporation of America

<div>
 <p>
  <strong>
   SUMMARY OF POSITION:
  </strong>
 </p>
 <p>
  This position provides administrative and operational support to the VP/GMs of Legal &amp; Compliance, HR &amp; General Affairs (GA), and Internal Audit, while also supporting the overall needs and operations of these departments. Additional assistance is provided to C-Suite assistants as needed.
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   ESSENTIAL FUNCTIONS:
  </strong>
 </p>
 <p>
  In-person work at the assigned office location is a regular component of this role&rsquo;s responsibilities.
 </p>
 <p>
  <br/>
 </p>
 <ul>
  <li>
   Provide administrative support by independently managing complex calendars, scheduling internal and external meetings, coordinating travel and entertainment arrangements, and processing expense reimbursements in accordance with company policies.
  </li>
  <li>
   Provide administrative support across multiple departments by assisting with routine invoice processing, submitting access requests for internal systems, distributing internal communications, and supporting basic Accounts Payables /Accounts Receivables and prepaid expense tracking in accordance with established procedures.
  </li>
  <li>
   Assist in preparing routine reports, presentations, surveys, and correspondence, including confidential materials.
  </li>
  <li>
   Provide logistical support for meetings by assisting with scheduling, room setup, and preparation of meeting materials.
  </li>
  <li>
   HR &amp; GA: Responsible for onboarding/offboarding and regular data quality maintenance in the RAVE notification system.
  </li>
  <li>
   Legal &amp; Compliance: Kintone tracking &mdash; assisting with legal and compliance tracking system, and monthly compiling of reported data. Input departmental budget data and periodic forecasts into the BMS system.
  </li>
  <li>
   Internal Audit: Maintain up‑to‑date records of all professional memberships (e.g., Institute of Internal Auditors) and software subscriptions (e.g., Diligent), including renewal schedules. Input departmental budget data and periodic forecasts into the BMS system.
  </li>
  <li>
   Provide limited administrative coverage for C-Suite assistants during absences, as assigned.
  </li>
  <li>
   Order and maintain office supplies, maintain files, answer routine correspondence and respond to requests for information.
  </li>
  <li>
   Assist in onboarding/offboarding administrative processes for department staff, including system access coordination and equipment/logistics support.
  </li>
  <li>
   Assist with administrative and logistical tasks for internal and external company events as assigned (i.e. Japan Parade, reception of VIP from HQ, Advisory Board meeting, regional manager meeting, etc.)
  </li>
  <li>
   Identify opportunities to improve administrative processes and recommend efficiency enhancements.
  </li>
 </ul>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   EDUCATION, EXPERIENCE AND SKILLS REQUIRED:
  </strong>
 </p>
 <ul>
  <li>
   Bachelor&rsquo;s degree or equivalent combination of education and relevant experience preferred.
  </li>
  <li>
   Minimum of 3&ndash;5 years of progressive administrative experience.
  </li>
  <li>
   Ability to support multiple departments and work under direction in a fast-paced corporate environment.
  </li>
  <li>
   Ability to manage routine tasks, prioritize workload as directed, and escalate issues appropriately.
  </li>
  <li>
   Strong verbal and written communication skills, with the ability to interact professionally with colleagues at all levels.
  </li>
  <li>
   Proficient in Microsoft Office (e.g., Microsoft Word, Microsoft Excel, and Microsoft PowerPoint).
  </li>
  <li>
   Strong attention to detail and organizational skills.
  </li>
  <li>
   Experience in SAP and Concur desired.
  </li>
  <li>
   Fluent in Japanese a plus.
  </li>
 </ul>
 <p>
 </p>
</div>


Senior Administrative Assistant

Defense Holdings, Inc.

<div><p>Defense Holdings, Inc. (DHi)<br>
Location: Hybrid (US)<br>
Employment Type: Full-Time<br>
Department: Administration / Operations<br>
Reports To: Operations Manager / Director of Administration</p>
Company Overview<p>
Defense Holdings, Inc. (DHi) is a trusted provider of innovative solutions and mission-critical services supporting U.S. defense, federal, and commercial clients. We are committed to operational excellence, integrity, and delivering results that strengthen national security and organizational performance.</p><p>
At DHi, our people are our greatest asset. We foster a collaborative, performance-driven environment where professionals are empowered to grow, innovate, and make meaningful contributions.</p>
Position Summary<p>
Defense Holdings, Inc. (DHi) is seeking a proactive and detail-oriented Administrative Project Coordinator to support internal project teams by managing schedules, tracking deliverables, coordinating meetings, and maintaining project documentation. The ideal candidate will assist in project execution and ensure administrative workflows are efficient and accurate.</p><p>
This role requires strong organizational and communication skills, attention to detail, and the ability to manage multiple initiatives in a fast-paced, government contracting environment.</p>
Key ResponsibilitiesProject Coordination<p>
Track project timelines, milestones, and deliverables.<br>
Schedule and coordinate project meetings and workshops.<br>
Maintain accurate project documentation and records.</p>
Administrative Support<p>
Assist project managers with administrative tasks and reporting.<br>
Prepare presentations, reports, and correspondence for leadership.<br>
Support cross-functional teams in meeting project goals and deadlines.</p>
Reporting &amp; Compliance<p>
Generate project status reports and performance metrics.<br>
Ensure documentation aligns with internal policies and regulatory standards.<br>
Assist with audits or compliance reviews related to project administration.</p>
Cross-Functional Collaboration<p>
Work with operations, program management, and administrative teams to ensure smooth project execution.<br>
Support process improvement initiatives for administrative and project workflows.</p>
Required Qualifications<p>
Bachelor&rsquo;s degree in Business Administration, Project Management, or related field.<br>
2&ndash;4 years of experience in project coordination, administrative support, or operations.<br>
Proficiency in Microsoft Office Suite and project management tools.<br>
Strong organizational, communication, and interpersonal skills.<br>
Ability to manage confidential information responsibly.</p>
Preferred Qualifications<p>
Experience supporting government contracting or defense projects.<br>
Familiarity with multi-project tracking and workflow management.</p>
Core Competencies<p>
Integrity &amp; Confidentiality<br>
Attention to Detail<br>
Analytical Thinking<br>
Interpersonal Communication<br>
Organizational Skills<br>
Adaptability &amp; Initiative</p>
Work Environment<p>
Professional office environment (or hybrid/remote if applicable).<br>
May require occasional travel.<br>
Must be eligible to work in the United States.<br>
Ability to obtain and maintain security clearance may be required.</p>
Compensation &amp; Benefits<p>
Defense Holdings, Inc. (DHi) offers a competitive compensation package including:</p><p>
Competitive base salary (commensurate with experience)<br>
Medical, Dental, and Vision Insurance<br>
401(k) with company match<br>
Paid Time Off (PTO) and Holidays<br>
Life and Disability Insurance<br>
Professional development opportunities</p>
Equal Opportunity Employer Statement<p>
Defense Holdings, Inc. (DHi) is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other protected characteristics in accordance with applicable laws.</p></div>

Administrative Project Coordinator

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