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executive assistant office manager Jobs in New York

executive assistant office manager

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administrative manager

assistant manager facilities

The RealReal

<div><h1 class="jobSectionHeader">About The Role</h1>
Our Authentication Centers (warehouses) are where the magic happens! The Art &amp; Science of Real comes to life within our facilities located in New Jersey and Arizona &mdash; combining the knowledge of hundreds of luxury experts with cutting-edge, proprietary technology. We are in search of a highly skilled Assistant Facilities Manager to bolster our Phoenix team. As the Assistant Manager, Facilities you will play a pivotal role in overseeing the management of our Distribution Center's facilities. Reporting directly to the Associate Director of West Coast Facilities, this role offers an excellent opportunity for career growth and impact.<h1 class="jobSectionHeader">
What You Get To Do Every Day</h1>
Vendor Management Excellence<ul><li>
Oversee day-to-day management of all onsite and external vendors.</li><li>
Cultivate and maintain strong vendor relationships to ensure operational efficiency.</li><li>
Source, evaluate, and manage external contractors, ensuring they align with our standards of excellence.</li><li>
Take charge of small to medium-sized construction and renovation projects, ensuring they meet timelines and budgets.</li></ul>
Team Leadership<ul><li>
Lead, develop, and provide essential support to our dedicated cleaning crew.</li><li>
Implement a structured training program and mentorship to enhance the team's performance.</li></ul>
Facility Maintenance and Improvement<ul><li>
Track and report repairs and additional services promptly, ensuring the facility remains in optimal condition.</li><li>
Establish and coordinate preventive maintenance for all equipment to minimize downtime.</li><li>
Manage and coordinate moves, additions, and change projects seamlessly.</li><li>
Set up new employee work areas efficiently, ensuring a welcoming and productive environment.</li><li>
Schedule furniture delivery and installation with precision.</li></ul>
Proactive Inspections and Liaison<ul><li>
Conduct daily, weekly, and monthly facility inspections to proactively identify and address necessary repairs or servicing.</li><li>
Act as a liaison between our organization and building/property management to address all facility-related matters swiftly.</li><li>
Take charge of all facilities' concerns promptly and effectively.</li></ul>
Safety and Compliance<ul><li>
Collaborate with our Safety Specialist to coordinate and implement fire, life, and safety policies and procedures, ensuring a secure working environment for all employees.</li></ul><h1 class="jobSectionHeader">
What You Bring To The Role</h1>
Minimum Requirements:<ul><li>
A minimum of 5+ years of facilities management experience in a fast-paced environment.</li><li>
Demonstrated project management skills, with a track record of successful execution.</li><li>
Exceptional organizational skills, with the ability to maintain order in complex operations.</li><li>
A proactive and innovative mindset, consistently demonstrating initiative and presenting new ideas.</li><li>
Excellent verbal and written communication skills to effectively convey ideas and information.</li><li>
Strong decision-making abilities, allowing for quick and effective problem-solving.</li><li>
Negotiation skills to engage effectively with vendors and partners.</li><li>
Basic maintenance and repair skill set.</li><li>
Outstanding multi-tasking skills with a keen attention to detail.</li><li>
A hands-on approach to facilities assistance, leading by example</li><li>
Ability to provides hands-on facilities assistance and lift 25 lbs</li></ul><h1 class="jobSectionHeader">
Compensation, Benefits, + Perks</h1><ul><li>
Employee Stock Purchase Plan</li><li>
401K with Company Match</li><li>
Medical, Dental &amp; Vision Insurance</li><li>
Paid Parental Leave</li><li>
9 Paid Company Holidays</li><li>
Flexible Time Off (With Manager Approval)</li><li>
Find out more about our Benefits here.</li></ul>
The expected salary range for this role is $70,786.00-$76,663.20. To determine starting pay we carefully consider a variety of factors, including primary work location and an evaluation of a candidate&rsquo;s skills, experience, market demands, and internal parity. Additionally, salary is just one component of TRR&rsquo;s total rewards package. Depending on role, employees may also be eligible for a bonus program, incentive pay and benefits.
The RealReal is the world&rsquo;s largest online marketplace for authenticated, resale luxury goods, with 37 million members. With a rigorous authentication process overseen by experts, The RealReal provides a safe and reliable platform for consumers to buy and sell their luxury items. We have hundreds of in-house gemologists, horologists, and brand authenticators who inspect thousands of items each day. As a sustainable company, we give new life to pieces by thousands of brands across numerous categories&mdash;including women's and men's fashion, fine jewelry and watches, art, and home&mdash;in support of the circular economy. We make selling effortless with free virtual appointments, in-home pickup, drop-off, and direct shipping. We handle all of the work for consignors, including authenticating, using AI and machine learning to determine optimal pricing, photographing and listing their items, as well as shipping and customer service.<div><div><div><div>
The RealReal is committed to providing an equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or expression, or Veteran status. We will consider qualified applicants for a position regardless of arrest or conviction records. At TRR, People Come First. That&rsquo;s why diversity and inclusion are vital to our priorities as an equal opportunity employer. You can read about our Diversity Equity and Inclusion program here. 
 
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.</div></div></div></div></div>

Assistant Manager, Facilities

<div>JLL empowers you to shape a brighter way.
Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you&rsquo;ve got deep experience in commercial real estate, skilled trades or technology, or you&rsquo;re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.
What this job involves:
As an Assistant Facilities Manager at JLL, you will help the FM team to oversee several client buildings managed by JLL while reporting to the Facilities Manager and working as part of the overall Facilities Team to manage a range of soft services and provide necessary support to ensure efficient and effective running of the site. You will manage the team providing first line soft services to the site(s) including reception, mail operations, meeting &amp; events, cleaning, waste &amp; recycling, vending &amp; food services while monitoring and maintaining office equipment and supplies and managing regular contact and meetings with relevant vendors to report on issues, recommendations and cost estimates. This role involves conducting weekly walk-rounds with vendor cleaning manager ensuring cleaning quality standards are maintained while managing Trouble Ticket (Remedy) requests and interfacing with internal customers to action queries promptly in line with service level agreements. You will manage daily health &amp; safety issues while maintaining regular scheduled meetings and records of fire and safety teams/fire drills/safety equipment/training and providing travel/visitors' support by interfacing with locally approved hotels and assisting Client global travel &amp; hotel managers in information gathering and communicating up to date information to staff, directly contributing to JLL's mission of delivering exceptional facilities management excellence through comprehensive soft services coordination, client support, and operational oversight that ensures seamless building operations, client satisfaction, and strategic facility optimization across diverse commercial real estate environments.
What your day-to-day will look like:<ul><li>
Manage team providing first line soft services including reception, mail operations, meeting &amp; events, cleaning, waste &amp; recycling, vending &amp; food services for comprehensive site operations</li><li>
Monitor and maintain office equipment and supplies while managing regular contact and meetings with relevant vendors to report on issues, recommendations and cost estimates</li><li>
Conduct weekly walk-rounds with vendor cleaning manager ensuring cleaning quality standards are maintained while managing Trouble Ticket requests and customer interface</li><li>
Manage daily health &amp; safety issues while maintaining regular scheduled meetings and records of fire and safety teams/fire drills/safety equipment/training for compliance</li><li>
Provide travel/visitors' support by interfacing with locally approved hotels while assisting Client global travel &amp; hotel managers in information gathering and communication</li><li>
Assist in organizing internal and external Client events while managing quality of conferencing facilities and food and kitchen facilities with housekeeper direction</li><li>
Raise purchase orders while managing Wiki pages and other communication channels for comprehensive site coordination and administrative support.</li></ul>
Required Qualifications:<ul><li>
High School Diploma or equivalent OR successful completion of 4+ year degree with two years+ proven work experience as assistant facilities manager or coordinator</li><li>
Experience in commercial real estate management industry as third-party provider, corporate, or consultant with experience using Computerized Maintenance Management System (CMMS)</li><li>
Excellent customer, computer, managerial, verbal and written communication skills with ability to multi-task and effectively organize responsibilities for portfolio goals</li><li>
Understanding of basic technical aspects of property including mechanical and electrical systems with computer proficiency experience with Microsoft Office Suite</li><li>
Ability to work independently with little supervision and effectively deal with stressful situations while being self-motivated, confident, energetic, and flexible</li><li>
Goal-oriented ability to focus on meeting all performance targets while adapting to rapidly changing situations for comprehensive facilities management effectiveness.</li></ul>
Preferred Qualifications:<ul><li>
Military service or higher education in related field such as business, hospitality, facility/property management for enhanced operational understanding and leadership capabilities</li><li>
Corrigo CMMS exposure for enhanced maintenance management system understanding and operational effectiveness across diverse facility environments</li><li>
Experience with internal and external Client events organization while understanding conferencing facilities management and food and kitchen facilities coordination</li><li>
Knowledge of Wiki pages and other communication channels management while understanding purchase order processes for comprehensive administrative coordination</li><li>
Understanding of Building Operations Engineer/Facilities Manager responsibilities while providing deputise/cover capabilities when appropriate for operational continuity</li><li>
Experience with travel/visitors' support coordination while interfacing with locally approved hotels and assisting global travel &amp; hotel managers for comprehensive guest services</li><li>
Knowledge of health &amp; safety issues management while maintaining scheduled meetings and records of fire and safety teams for comprehensive compliance and risk management.</li></ul>
Location: On-site
At JLL, we are collectively shaping a brighter way &mdash; for our clients, ourselves and our fellow employees. We choose to take the more inspiring, innovative, and optimistic path on our journey toward success. What sets JLL apart is our culture of collaboration, locally and across the globe, which allows us to create transformative solutions for the real estate industry. We support each other's wellbeing and champion inclusivity and belonging across teams.
JLL is an Equal Opportunity Employer committed to diversity and inclusion.
This position does not provide visa sponsorship. Candidates must be authorized to work in the United States without sponsorship.
Estimated compensation for this position:
71,900.00 &ndash; 104,300.00 USD per year
This range is an estimate and actual compensation may differ. Final compensation packages are determined by various considerations including but not limited to candidate qualifications, location, market conditions, and internal considerations.
Location:
On-site &ndash;New York, NY
Job Tags:
GREF
If this job description resonates with you, we encourage you to apply, even if you don&rsquo;t meet all the requirements. We&rsquo;re interested in getting to know you and what you bring to the table! 
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. Some of these benefits may include:<ul><li>
401(k) plan with matching company contributions</li><li>
Comprehensive Medical, Dental &amp; Vision Care</li><li>
Paid parental leave at 100% of salary</li><li>
Paid Time Off and Company Holidays</li><li>
Early access to earned wages through Daily Pay</li></ul>
At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.
JLL Privacy Notice
Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL&rsquo;s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.
For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.
For additional details please see our career site pages for each country.
For candidates in the United States, please see a full copy of our Equal Employment Opportunity policy here.
Jones Lang LaSalle (&ldquo;JLL&rdquo;) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process &ndash; including the online application and/or overall selection process &ndash; you may email us at HRSCLeaves@jll.com. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page &gt; I want to work for JLL.
Pursuant to the Arizona Civil Rights Act, criminal convictions are not an absolute bar to employment.
Pursuant to Illinois Law, applicants are not obligated to disclose sealed or expunged records of conviction or arrest.
Pursuant to Columbia, SC ordinance, this position is subject to a background check for any convictions directly related to its duties and responsibilities. Only job-related convictions will be considered and will not automatically disqualify the candidate.
California Residents only
If you are a California resident as defined in the California Consumer Privacy Act (CCPA) please view our Supplemental Privacy Statement which describes your rights and disclosures about your personal information. If you are viewing this on a mobile device you may want to view the CCPA version on a larger device.
Pursuant to the Los Angeles Fair Chance Initiative for Hiring Ordinance, JLL will consider for employment all qualified Applicants, including those with Criminal Histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles&rsquo; Fair Chance Initiative for Hiring Ordinance.
Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
Accepting applications on an ongoing basis until candidate identified.</div>

Assistant Facilities Manager

Emery Celli Brinckerhoff Abady Ward & Maazel LLP

<div>Emery Celli Brinckerhoff Abady Ward &amp; Maazel LLP (www.ecbawm.com) is seeking to hire a Legal Assistant immediately. Currently thirty-four lawyers, the firm is a litigation boutique with a diverse mix of cases in both civil rights and complex commercial litigation. Our civil rights practice focuses on police misconduct, First Amendment rights, election law, employment and housing discrimination, prisoners' rights, education law, and class action litigation. The firm's commercial litigation practice serves a broad range of clients, from publicly traded corporations to individuals to small businesses.

The successful candidate will interact with teams of attorneys, paralegals, and legal assistants in managing complex litigation support efforts, and the Operations Manager and Staff Manager to provide administrative and operational support. The candidate must be able to work in a fast-paced environment and handle multiple tasks for 4-5 attorneys, the Operations Manager and the Staff Manager. The candidate must also be willing and able to work overtime as needed. This position requires a commitment to be in the firm's Rockefeller Center office on all business days and a two-year commitment in the role.

The salary for this position is expected to be between $75,000 and $85,000 per year, not including overtime. The successful candidate will be eligible to receive an annual discretionary bonus and to take part in the firm's generous benefits program, which includes comprehensive health insurance at no cost to the employee, options for dental and vision insurance, 401(k) profit sharing, and a monthly commuting benefit. 

ROLE &amp; RESPONSIBILITIES:
Assist attorneys and managers in all aspects, including but not limited to the following:

Litigation Support
<ul>
<li>Draft, proof, and edit a wide variety of forms, retainers, correspondence, and legal documents</li>
<li>Arrange and format documents in the appropriate legal format</li>
<li>Manage and update attorney calendars and contacts in Microsoft Outlook</li>
<li>Schedule and coordinate meetings with clients/co-counsel; make necessary reservations</li>
<li>Serve as a point of contact for client communications and relations</li>
<li>Assist attorneys with their time entries</li>
<li>Copy, fax, scan, and file legal documents</li>
<li>Record CLE credits and handle attorney registration/admission processes</li>
<li>Coordinate travel itineraries and hotel accommodations</li>
<li>Support attorneys with confidential personal matters</li>
<li>Answer multi-line phone system and take messages</li>
<li>Prepare exhibits and supporting materials for court appearances, depositions, conferences, and trial</li>
<li>Handle court filings and service</li>
<li>Format legal briefs and prepare tables of contents and tables of authorities</li>
<li>Prepare, send, and follow up on medical records requests</li>
<li>Organize and maintain physical and electronic case files</li> 
</ul>
Administrative Support
<ul>
<li>Assist with supply management: track inventory, place orders, and maintain stock of office and kitchen supplies</li>
<li>Support daily kitchen prep: restock beverages and snacks, maintain cleanliness and organization</li>
<li>Assist with preparing conference rooms and offices with necessary technology and materials for meetings</li>
<li>Assist with events management including planning, setup/breakdown, managing RSVPs, room bookings, catering, etc.</li>
<li>Assist with occasional early morning/evening facilities tasks</li> 
</ul>
REQUIREMENTS:
<ul>
<li>Bachelor's Degree or equivalent experience preferred</li>
<li>A two-year commitment in the role</li>
<li>Three to five years of legal assistant or executive assistant experience</li>
<li>Solid communication and interpersonal skills with a positive, can-do attitude</li>
<li>Excellent customer service skills with a professional demeanor</li>
<li>Ability to be resourceful and proactive when issues arise</li>
<li>Highly organized, strong attention to detail, stellar proofreading skills and adherence to deadlines</li>
<li>Fast and accurate typing, with excellent spelling and transcription skills</li>
<li>Experience working in a fast-paced, team environment</li>
<li>Proficient in Microsoft Products (Word, Excel, Outlook, PowerPoint)</li>
<li>Experience creating a Table of Contents (TOC) and Table of Authorities (TOA)</li>
<li>Ability to multitask, prioritize, and manage time effectively in a busy environment</li>
<li>Experience supporting office administration and administrative responsibilities in a professional setting</li>
<li>Professional discretion and ability to maintain strict confidentiality and handle confidential information</li>
<li>Comfortable lifting up to 25 lbs. and standing for extended periods when assembling materials</li>
<li>Willingness to work overtime as needed</li>
</ul>
The firm is an equal opportunity employer and encourages people with diverse backgrounds and experiences to apply. Applicants should submit a cover letter, resume, and a list of three references, with all three documents combined into a single PDF, using the following file name convention: &quot;FirstName LastName_ECBAWM Legal Assistant Application.pdf&quot;, and uploaded in the 'Resume' field below.

Applications should be submitted as soon as possible to the attention of The Hiring Committee. No telephone calls, recruiters, or headhunters, please.
The application deadline is May 1, 2026.</div>

Legal Assistant

GSTV

<div>
 
 GSTV is dedicated to building an inclusive team and culture that reflects the communities we serve every day. Being part of the GSTV team means that we are always encouraged and challenged to grow personally and professionally. More importantly, we are accountable for our actions towards one another as the foundation for a strong and accepting workplace.
 
 
 
 
 GSTV Values:
 
 
 
 <ul>
 <li>
 Growth Focused
 </li>
 <li>
 Social Accountability
 </li>
 <li>
 Tenacious Behavior
 </li>
 <li>
 Valued Actions
 
 
 </li>
 </ul>
 
 Benefits Day One! Medical, Dental, Vision, Paternal Leave, Life Insurance, Accident, Critical Illness, Hospital Indemnity, STD/LTD + Vol Plans., Paid Holidays, 20 PTO days + Sick time, Perks, HSA and FSA and Lifestyle Spending Account (1 st of mo after 30 days), 401K Match (90 days).
 
 
 
 
 GSTV offers both hybrid and remote work situations. Candidates located within commutable distance to our New York Office will be tagged to that office and are not currently considered 100% remote.
 
 
 
 EXECUTIVE ADMINISTRATIVE ASSISTANT
 
 
 
 Summary:
 
 
 
 GSTV is seeking a polished, proactive Executive Assistant and Office Manager to support the CEO, CFO, and Senior Leadership Team. This role combines high-trust executive support with day-to-day NYC office operations and partnership with HR to deliver a strong employee experience for new team members. The ideal candidate is an exceptional communicator, exercises strong judgment, protects confidentiality, and thrives in a fast-paced environment.
 
 
 The right person will use good judgment, tools like Microsoft 365 (and basic AI skills), and organized shared documents to help the CEO and CFO stay on schedule, keep tasks moving, follow up reliably, and make sure nothing important gets missed.
 
 
 
 Responsibilities:
 
 
 
 Responsibilities include, but are not limited to:
 
 
 Executive Support and Operating Cadence:
 
 
 <ul>
 <li>
 Support the CEO and CFO with proactive, high-trust assistance and strong follow-through.
 </li>
 <li>
 Manage calendars, travel, and key meeting rhythms, including Board and executive leadership cadences.
 </li>
 <li>
 Schedule strategically: protect focus time, bundle meetings when helpful, and handle scheduling outreach.
 </li>
 <li>
 Draft and polish executive communications and materials (emails, agendas, presentations, board/investor docs).
 </li>
 <li>
 Assist in tracking priorities and follow-ups across departments to keep work moving.
 </li>
 <li>
 Serve as liaison and gatekeeper with the Board and external stakeholders.
 </li>
 <li>
 Handle confidential information with discretion; use AI appropriately and review all outputs for accuracy and tone.
 </li>
 <li>
 Maintain strong file organization and version control so the latest materials are easy to find.
 </li>
 <li>
 Manage expense reports and supporting documentation.
 </li>
 <li>
 Improve and automate repeatable workflows to reduce last-minute fire drills.
 
 
 </li>
 </ul>
 Office Management and Culture:
 
 
 <ul>
 <li>
 Keep the NYC office stocked and organized; manage office vendors and supplies.
 </li>
 <li>
 Support daily office operations and facilities needs with the Workplace Experience Manager.
 </li>
 <li>
 Coordinate onboarding and offboarding logistics with HR (and IT as needed).
 </li>
 <li>
 Communicate with building management/security to keep the office running smoothly.
 </li>
 <li>
 Coordinate meetings and office logistics (rooms, lunches, mail, packages).
 </li>
 <li>
 Partner with HR to support office culture and a welcoming team environment.
 
 
 </li>
 </ul>
 Other duties as assigned.
 
 
 
 Qualifications:
 
 
 
 Required:
 
 
 <ul>
 <li>
 Proficient at scheduling, travel, and meeting cadence management
 </li>
 <li>
 Excellent written and verbal communication; strong drafting/editing for executive-ready emails, agendas, and materials
 </li>
 <li>
 High judgment and discretion with confidential information and senior stakeholders
 </li>
 <li>
 Highly organized with strong attention to detail and consistent follow-through across multiple priorities
 </li>
 <li>
 Proficient in Microsoft 365 (Outlook, Teams, Word, PowerPoint, Excel, SharePoint/OneDrive)
 </li>
 <li>
 Strong document hygiene: shared files, version control, and trackers
 </li>
 <li>
 Comfortable using basic AI tools for drafting/summarizing with appropriate accuracy and confidentiality checks
 </li>
 <li>
 Experience with expense reports and supporting documentation
 </li>
 <li>
 Experience managing office logistics (vendors, supplies, meeting setup, facilities coordination)
 
 
 </li>
 </ul>
 Preferred:
 
 
 <ul>
 <li>
 Board support experience (materials, cadence, secure distribution)
 </li>
 <li>
 Experience partnering with HR on onboarding/offboarding and office culture
 
 
 </li>
 </ul>
 
 Education and/or Experience:
 
 
 
 Experience:
 
 
 <ul>
 <li>
 Minimum of 5+ years of prior senior executive level (CEO/CFO/SLT) support in a fast-paced environment.
 
 
 </li>
 </ul>
 Education:
 
 
 <ul>
 <li>
 Bachelor&rsquo;s Degree in a related program or field is preferred.
 
 
 </li>
 </ul>
 Of course, this is just a sample of the kinds of work this role will require! You should assume that your role will encompass other tasks, too, and that your job duties and responsibilities may change from time to time at GSTV's discretion, or otherwise applicable with local law.
</div>

Executive Administrative Assistant

Columbia University

<div><ul><li>Job Type: Officer of Administration</li>
<li>Regular/Temporary: Regular</li>
<li>Hours Per Week: 40</li>
<li>Standard Work Schedule: Core business hours Monday-Friday, schedules vary</li>
<li>Salary Range: 65,300.00 -69,010.00</li>
</ul><div>The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.</div> 
<div></div>

Position Summary

The FPO Ambulatory Facilities Administrative Assistant coordinates all the day-to-day administrative support for the Ambulatory Facilities Operations Office. In addition, the administrative assistant manages assigned projects/initiatives and, as a member of the facilities support team, ensures that service level agreements are met and facilities issues are addressed promptly and timely.

Responsibilities

Essential Duties
<ul><li>Coordinate meetings, appointments, and conferences for Assistant Director and staff as needed.</li>
<li>Work closely with CU Departments, NYPH Facilities, and Environmental services to ensure the professional upkeep of ColumbiaDoctors spaces and make sure all issues/requests are processed in a timely manner.</li>
<li>Attend meetings and assist with the determination of project requirements.</li>
<li>Coordinate and lead walkthroughs with departments and vendors as needed.</li>
<li>Coordinate internal resources and third-party vendors for projects.</li>
<li>Coordinate the processing of purchase orders and project contracts.</li>
<li>Work closely with Purchasing and ARC team to verify that all project documents are processed accurately and in a timely manner.</li>
<li>Communicate relevant project information to requesting departments, vendors, and the NYPH facility team as needed.</li>
<li>Coordinate NYPH painting requests for all ColumbiaDoctors departments from inception to completion.</li>
<li>Maintain ongoing logs of all NYPH painting requests.</li>
<li>Coordinate painting, flooring, window treatment/cleaning requests for all ColumbiaDoctors Departments</li>
<li>Process invoices and purchase orders.</li>
<li>Assist in coordinate all necessary paperwork for year-end financial reconciliation/closing.</li>
<li>Perform miscellaneous administrative duties as assigned</li>
</ul>
Project Management
<ul>
<li>Participates and/or supports assigned projects and initiatives. Executes tasks and coordinates services including scheduling and supervision of tasks. Utilizes tools and reporting mechanisms to track progress and ensure timely communication of issues and status. Conducts research and gap analysis as needed. Provides administrative support for projects as needed.</li>
<li>Assist in the financial closure of all refurbishment and non-refurbishment projects.</li>
</ul>
People
<ul>
<li>Assists Supervisor on recruiting and human resource management activities as needed including vendor and other outsourced staff-related activities. Under the direction of the Supervisor, helps to monitor those service level agreement (as related to staffing and performance) are adhered to.</li>
<li>Promotes staff professionalism and performance modeling behavior, team accountability, and demonstrating best practices/techniques.</li>
<li>Establishes a culture of coaching and mentoring to facilitate continuous professional development and maintain an efficient patient-centered environment ensuring accountability, quality patient care, and patient satisfaction.</li>
</ul>
Other
<ul>
<li>Keep current on all organizational, practice, and patient privacy policies (e.g. infection control, HIPAA), goals, initiatives, and required trainings.</li>
<li>Maintain a safe and secure work environment by following all OSHA, EH&amp;S, and public safety policies and guidelines.</li>
<li>Successfully complete all required university, hospital, and department trainings.</li>
<li>Must be available to work nights and weekends</li>
</ul>
This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

Minimum Qualifications
<ul>
<li>Bachelor's Degree</li>
<li>An equivalent combination of education and experience may be considered.</li>
<li>The candidate must be well organized and be able to manage a demanding workload in an accurate and timely manner.</li>
<li>Proficiency in problem assessment, resolution, and collaborative problem-solving in interdisciplinary settings.</li>
<li>Ability to communicate effectively in both oral and written form. This position requires the ability to interact positively, constructively, and effectively with staff, providers, and organizational stakeholders.</li>
<li>Ability to work independently, follow through, and handle multiple tasks simultaneously.</li>
<li>Ability to work collaboratively with a culturally diverse staff and patient/family population, demonstrating tact and sensitivity in stressful situations.</li>
<li>Proficiency in Microsoft Office (Word &amp; Excel) or similar software is required, and an ability and willingness to learn new systems and programs.</li>
<li>Must be a motivated individual with a positive mindset and exceptional work ethic.</li>
<li>Must successfully complete systems training requirements</li>
</ul>
Competencies
Patient Facing Competencies
Minimum Proficiency Level
Accountability &amp; Self-Management
Level 3 - Intermediate
Adaptability to Change &amp; Learning Agility
Level 2 - Basic
Communication
Level 2 - Basic
Customer Service &amp; Patient Centered
Level 3 - Intermediate
Emotional Intelligence
Level 2 - Basic
Problem Solving &amp; Decision Making
Level 3 - Intermediate
Productivity &amp; Time Management
Level 3 - Intermediate
Teamwork &amp; Collaboration
Level 2 - Basic
Quality, Patient &amp; Workplace Safety
Level 2 - Basic
Leadership Competencies
Minimum Proficiency Level
Performance Management
Level 1 -Introductory
Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.</div>

Ambulatory Facilities Operations Administrative Assistant

B Capital

<div>
 
 
 Title:
 
 Executive Assistant/Office Manager
 
 
 
 Location:
 
 New York City, NY
 
 
 
 POSITION SUMMARY
 
 
 
 
 B Capital is seeking an experienced Executive Assistant to provide primary support to a small group of Partners on the Investment team, while also overseeing key office manager responsibilities in our NYC office. The individual will manage day-to-day schedules and priorities, ensuring Partners are well supported and prepared, and will provide office management and administrative support to the broader team. The role will also work closely with colleagues across B Capital&rsquo;s global offices, collaborating with other Executive Assistants and team members on daily tasks and longer-term initiatives. This is an in-office role four days per week, with an emphasis on responsiveness, clear communication, and strong attention to detail.&nbsp;
 
 
 &nbsp;
 
 
 
 KEY RESPONSIBILITIES
 
 
 
 Administrative Support
 
 <ul>
 <li>
 Manage ever-changing, complex calendars with a clear understanding of business priorities, offering alternatives and considerations as needed to maximize the team&rsquo;s time and efficiency.
 </li>
 <li>
 Schedule, coordinate, and oversee a wide variety of internal and external meetings, both on-site and off-site.
 </li>
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 Organize complex domestic and international travel arrangements, anticipating and coordinating end-to-end travel and logistical needs.
 </li>
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 Organize and prepare materials in advance of meetings and maintain files and record-keeping systems, including confidential information.
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 Prepare and submit expenses for Partners in accordance with company guidelines.
 </li>
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 Support business objectives under guidance by building relationships with clients and clients&rsquo; assistants to coordinate schedules and facilitate information flow.
 </li>
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 Assist with occasional personal requests, including reminders and paperwork, as well as select external board and leadership commitments.
 </li>
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 Maintain a high bar for responsiveness, proactively providing updates and over-communicating when helpful to ensure alignment and avoid surprises.
 </li>
 <li>
 Use sound judgment to prioritize requests, resolve issues independently when appropriate, and seek guidance on more complex or sensitive matters.
 </li>
 </ul>
 
 Office Manager&nbsp;
 
 
 Operations &amp; Workplace Experience
 
 <ul>
 <li>
 Serve as the primary liaison with onsite&nbsp;workplace services, facilities, security, and IT to ensure seamless day-to-day operations within our shared office environment.
 </li>
 <li>
 Manage mail, deliveries, guest registration, and conference room coordination to deliver a polished, investor-ready experience.
 </li>
 <li>
 Troubleshoot basic AV and technology issues and escalate efficiently when needed.
 </li>
 </ul>
 
 Hybrid &amp; In-Office Coordination
 
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 <li>
 Support a flexible hybrid model; in-office presence will align with business needs (for example, investor meetings, client visits, visiting partners, team collaboration days).
 </li>
 <li>
 Coordinate space usage, meeting logistics, and hospitality for partner, portfolio, and investor engagements.
 </li>
 <li>
 Be on-site&nbsp;for key external meetings and firm events to ensure smooth execution.
 </li>
 </ul>
 
 Culture &amp; Community
 
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 <li>
 Plan and execute happy hours, team gatherings, and off-sites that strengthen firm culture.
 </li>
 </ul>
 
 Flexibility &amp; Firm Support
 
 <ul>
 <li>
 Approach a wide range of in-office and cross-team requests with a hands-on, solution-oriented mindset, ensuring all needs, regardless of size or scope, are managed promptly and efficiently to support smooth operations and a positive workplace experience.
 </li>
 </ul>
 
 
 &nbsp;
 
 
 
 
 QUALIFICATIONS &amp; SKILLS
 
 
 <ul>
 <li>
 8+ years of experience working in a fast-paced environment supporting senior executives.
 </li>
 <li>
 Exceptional written and verbal communication skills, with a polished, professional presence when interacting with senior executives, investors, and external partners.
 </li>
 <li>
 Strong organizational and multitasking skills, with consistent follow-through and attention to detail in a fast-paced setting.
 </li>
 <li>
 Calm, flexible, and adaptable approach, with the ability to pivot quickly as priorities shift.
 </li>
 <li>
 Prior experience working as an Executive Assistant in finance, venture capital, private equity, or a law firm is required.
 </li>
 <li>
 Proven ability to operate in a hybrid work environment, using collaboration tools (for example, Zoom, Slack, Teams) to coordinate across in-office and remote teams.
 </li>
 <li>
 Strong knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint), the Google suite of products, and online expense processing systems such as Concur.
 </li>
 <li>
 BS or BA degree in a relevant discipline.
 </li>
 </ul>
 
 
 &nbsp;
 
 
 
 
 ABOUT B CAPITAL
 
 
 
 B Capital invests globally in extraordinary founders and businesses shaping the future through technology. With approximately $10 billion in assets under management and dedicated stage-based funds, the firm focuses on seed to early- and late-stage venture growth investments, primarily in the technology, healthcare, and resilience tech sectors. Founded in 2015, B Capital has an integrated, global team across nine locations in the U.S. and Asia. The firm&rsquo;s value-add platform, together with the consulting expertise of its strategic partner, The Boston Consulting Group, provides entrepreneurs with the tools and resources to scale quickly and efficiently, expand into new markets and build market-leading businesses. For more information, click here.
 
 
 
 B CAPITAL GROUP CORE VALUES:
 
 
 <ul>
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 Generosity:
 
 
 We&rsquo;re collaborative and always willing to share our time and knowledge.
 </li>
 <li>
 
 
 Resilience:
 
 
 We&rsquo;re persistent and determined to succeed, persevering through challenges and seeing change as an opportunity.
 </li>
 <li>
 
 
 Open-mindedness:
 
 
 We&rsquo;re curious and welcoming. Our global perspective and commitment to diversity, equity, and inclusion make our culture stronger and more innovative.
 </li>
 <li>
 
 
 Will:
 
 
 We believe in the companies we&rsquo;ve invested in and we&rsquo;ll do everything in our power to help them change the world for the better.
 </li>
 <li>
 
 
 Teamwork:
 
 
 We value our relationships above all. We work hard to build trust and respect with founders, investors, partners and colleagues.
 </li>
 <li>
 
 
 Humility:
 
 
 We add value by going beyond for founders and LPs. We strive to let our work speak for itself.
 </li>
 </ul>
 
 
 &nbsp;
 
 
 
 
 B Capital Global US LLC is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, national origin, disability, protected veteran status, or any other characteristic protected under federal, state or local law.
 
 
 
 
 The salary range is $110,000 to $140,000 and will be commensurate with relevant experience.
 
 
 
 
 
 The salary range applies to California candidates only. The actual salary may be subject to change.&nbsp;
 
 
 
 
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</div>

Executive Assistant/Office Manager

Continuing & Professional Studies Engish Language Institute

Due to the high volume of applications, only candidates selected for further consideration will be contacted.CPS Allied Health Part-time Nurse Coordinator for Allied Health CoursesStatus: Part-time Remote/Occasional In-person, 10-15 hours a week, $60-$70/hourGeneral DescriptionThe City University of New York, City College of New York (CCNY) offers outstanding teaching, learning and research on a beautiful campus nestled in West Harlem. CCNY is an integral part of the civic, urban and artistic energy of New York and inseparable from its history. The Continuing and Professional Studies (CPS) shares the mission as it strives to offer training for the community and beyond serving over 2,000 students a year. The Continuing and Professional Studies (CPS) seeks a Part-time Nurse Coordinator for our Hybrid Certified Nursing Assistant (CNA) in our Allied Health program for immediate hire.About the CPS CNA Program CPS Allied Health Program offers industry-recognized certifications across a range of in-demand healthcare fields, including Certified Nursing Assistant (CNA), Pharmacy Technician, Medical Billing and Coding, Medical Interpreter, EKG, and Phlebotomy.The Hybrid Certified Nursing Assistant Certificate (CNA) Program is designed to provide students with the foundational knowledge and practical skills necessary to succeed in this highly rewarding healthcare career. Through a combination of comprehensive classroom instruction and supervised clinical experience, students develop core competencies in patient care, infection control, safety protocols, body mechanics, effective communication, and cultural responsiveness. Graduates are fully prepared to sit for the New York State Nurse Aide Certification Exam&mdash;the required credential for employment in healthcare facilities across New York State.CPS is currently seeking an experienced Registered Nurse (RN) to serve as Part-time Nurse Coordinator for its 155-hour Hybrid CNA program, and work with qualified Continuing Education Teachers (CETs)/CNA instructors to support program delivery and ensure operational excellence. Ideal candidates are passionate educators and managers with a strong commitment to fostering an engaging, inclusive learning environment while maintaining compliance with all health, safety, and medical clearance requirements for a diverse adult student population.Successful candidates will demonstrate expertise in current CNA instructional practices and the ability to design and deliver curriculum aligned with NYSED training and competency standards. This includes preparing students to provide safe, high-quality care in long-term care settings under the supervision of licensed healthcare professionals.CPS programs integrate rigorous didactic online instruction with hands-on clinical training, creating a dynamic and interactive learning experience. CETs are expected to promote active learning, critical thinking, and student engagement at every stage. The ideal candidate is a proactive problem-solver, highly motivated, and committed to continuous self-reflection and professional growth.‪Job Responsibilities1. Collaborate with CPS Allied Health program staff and CNA Continuing Education Teachers (CETs) to review, track, and manage all student medical documentation and clinical clearance requirements, ensuring full compliance with state/federal regulations (e.g., NYSED, NYSDOH).2. Partner with CPS program staff to ensure classrooms and clinical labs are fully prepared, properly equipped, and maintained in accordance with program needs and Prometric testing guidelines.3. Work closely with CETs to develop, review, and maintain syllabi and curriculum, ensuring alignment with the curriculum approved by NYS. Monitor instructional materials, assessments, and course delivery to ensure adherence to the syllabus and compliance with all state regulations. Monitor student outcomes to prepare them for the certification exam.4. Support CPS program staff and CETs in maintaining effective classroom management and regulatory compliance, including enforcing appropriate student-to-instructor ratios (20:1 for classroom instruction and 8:1 for clinical placements).5. Ensure that CETs complete and submit all required end-of-course documentation in a timely manner, including clinical evaluation forms, state-mandated course completion certificates, CPR certification records, and annual instructor evaluations.6. Collaborate with CPS program staff to continuously assess, refine, and enhance Allied Health programs, ensuring they meet and exceed NYS Education Department standards and evolving industry best practices, and to assist in securing partnerships with nursing homes or clinical facilities.7. Demonstrates the highest level of professionalism in maintaining confidentiality and exercising sound judgment when handling sensitive information. Brings cultural competence and a deep understanding of the needs and challenges of adult learners, including immigrant and workforce populations.8. Effectively manages administrative responsibilities, including consistent communication with program staff through regular reporting, timely submission of timesheets, and ongoing review, revision, and submission of curriculum materials for New York State Education Department approval (next scheduled review deadline: 2027).9. Collaborates closely with CPS leadership and Allied Health staff to strengthen and enhance program quality. Contributes to the selection of instructional materials, continuous improvement of syllabi and curricula, development of testing schedules, and integration of technology tools&mdash;including social media platforms, electronic forms for data collection, and communication tools.Minimum Qualifications<ul><li>BSN and NYS Registered Nurse license. At least ten years of practical experience, with a significant portion in long-term care or a skilled nursing facility. International credentials will require professional evaluation. Please request for agency list that provide acceptable evaluation.</li><li>At least five years of instructional allied health experience that includes curriculum and syllabus design, effective classroom management, and monitoring of required student medical documentation.</li><li>Strong familiarity with NYS regulations and compliance governing allied health programming and course delivery.</li><li>Proficient in the use of technology in the classroom, including Zoom and Brightspace.</li></ul>Must follow hiring protocols (Cover letter, resume, and three (3) professional references in the health care field). All documentation/certification necessary (scanned pdf) to substantiate minimum qualifications.Application ProcedureFor more info about Allied Health CNA, please visit https://www.ccny.cuny.edu/cps/cnaPlease make sure to have a cover letter and resume that clearly demonstrates minimum qualifications. It is important that you include all experiences and education related to the position.Please email Hiring Manager at OperationsCPS@ccny.cuny.edu Subject: PT Nursing Coordinator CNA ProgramYou can also apply here.Pay: $60.00 - $70.00 per hourApplication Question(s):<ul><li>Do you have an active NYS RN license?</li><li>Do you have at least 5 years of instructional Allied health experience?</li></ul>Education:<ul><li>Bachelor's (Preferred)</li></ul>Work Location: Hybrid remote in New York, NY 10031

Part-time Nurse Coordinator CNA Program

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