administrative assistant Jobs in New York

administrative assistant

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bookkeeping assistant

Ohmium

We are seeking a detail-oriented and organized Remote Bookkeeper / Accounting Assistant to support our finance team. This role is responsible for maintaining accurate financial records, assisting with accounts payable and receivable, and ensuring compliance with company policies and accounting standards—all within a remote work environment.Responsibilities<ul><li>Maintain and update financial records, ledgers, and journals</li><li>Process accounts payable and accounts receivable transactions</li><li>Reconcile bank statements and company accounts</li><li>Assist with invoicing, billing, and expense tracking</li><li>Prepare financial reports and summaries as requested</li><li>Support month-end and year-end closing processes</li><li>Ensure accuracy and compliance with financial regulations and company procedures</li><li>Communicate with vendors and internal departments regarding financial matters</li></ul>Required Skills and Qualifications<ul><li>Strong understanding of basic accounting principles</li><li>Proficiency in accounting software (e.g., QuickBooks, Xero, or similar platforms)</li><li>Excellent attention to detail and accuracy</li><li>Strong organizational and time-management skills</li><li>Ability to handle confidential financial information responsibly</li><li>Proficiency in Microsoft Excel and other Microsoft Office applications</li><li>Ability to work independently in a remote setting</li><li>Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred</li><li>Prior bookkeeping or accounting experience is an advantage</li></ul>

Remote Bookkeeper / Accounting Assistant FT-PT

Addition Management

<div>
 
 Position: Bookkeeper (Family Office)
 
 
 Location: Midtown (hybrid)
 
 
 Salary: $130k &ndash; $170k + Bonus
 
 
 
 
 
 Boutique Family Office seeks a Bookkeeper to join their Team!!
 
 
 
 
 
 
 Responsibilities
 
 
 <ul>
 <li>
 Maintain full-cycle bookkeeping for personal and trust accounts using QuickBooks and supporting spreadsheets.
 </li>
 <li>
 Maintain and reconcile bank accounts for personal and trust structures.
 </li>
 <li>
 Execute bill-pay and other approved transactions under established authorization procedures.
 </li>
 <li>
 Coordinate fund movements among personal accounts, trusts, and family branch LLCs with documented approval.
 </li>
 <li>
 Record and reconcile distributions received from business entities in coordination with the Controller function.
 </li>
 <li>
 Provide monthly reports to support trustee oversight and tax preparation.
 </li>
 <li>
 Provide notarization of office documents as needed.
 </li>
 <li>
 Prepare organized tax handoff packages for the outside CPA firm for personal and trust returns.
 </li>
 <li>
 Coordinate with the CPA firm throughout the year on account questions, documentation, and tax-related follow-up.
 </li>
 <li>
 Prepare trust-level financial information for trustees
 </li>
 <li>
 Handle routine coordination with owners on personal and trust Accounting matters.
 </li>
 </ul>
 
 
 
 
 
 Qualifications
 
 
 
 
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree in accounting, finance, or a related field.
 </li>
 <li>
 7+ years of bookkeeping or accounting experience, including meaningful exposure to personal, trust, or family office accounting.
 </li>
 <li>
 Direct experience in a family office, trust company, or comparable private wealth setting.
 </li>
 <li>
 Strong working knowledge of QuickBooks and Excel.
 </li>
 <li>
 Notary commission, or willingness to obtain one promptly upon hire.
 </li>
 <li>
 Demonstrated discretion in handling highly confidential financial and personal information.
 </li>
 <li>
 Strong trust-based professional references.
 </li>
 </ul>
 
 
</div>

Bookkeeper - Family Office

Confidential

We're looking for a virtual assistant to handle the day-to-day administrative work that keeps our small business running smoothly. You'll manage schedules, handle email, coordinate with clients and vendors, process invoices, and organize information across multiple projects. This is a remote position where you'll work independently but stay connected with our team through regular check-ins and shared systems.<h3>Responsibilities</h3><ul><li>Manage calendars for multiple team members, scheduling meetings, sending reminders, and handling booking requests from clients</li><li>Monitor and organize email inboxes, flag urgent messages, draft responses, and ensure nothing falls through the cracks</li><li>Process invoices, track expenses, and maintain financial records in our accounting system</li><li>Coordinate with vendors and service providers—get quotes, schedule appointments, follow up on deliverables</li><li>Create and maintain spreadsheets for project tracking, client lists, inventory, or other operational data</li><li>Prepare documents, presentations, and reports by gathering information from team members and organizing it clearly</li><li>Handle customer inquiries via email or phone, answer basic questions, and direct complex issues to the right person</li><li>Research vendors, pricing, and solutions for business needs and present findings to leadership</li><li>Maintain organized digital filing systems and ensure documents are easy for the team to find</li><li>Assist with social media posting, basic content updates to the website, or other communication tasks as needed</li></ul><h3>Requirements</h3><ul><li>2+ years of experience in an administrative, office support, or virtual assistant role</li><li>Proficiency with Microsoft Office (Word, Excel, Outlook) and Google Workspace (Docs, Sheets, Gmail)</li><li>Comfortable learning and using business software like Slack, Asana, Monday.com, or similar project management tools</li><li>Strong written and verbal communication skills—you explain things clearly and catch errors before they happen</li><li>Ability to organize multiple tasks and deadlines without constant direction</li><li>Reliable internet connection and a quiet, professional workspace for calls and meetings</li><li>Comfortable working independently in a remote environment with minimal supervision</li><li>High school diploma or equivalent; some college or business administration certification is a plus</li></ul><h3>Nice to Have</h3><ul><li>Experience with bookkeeping, accounting software (QuickBooks, FreshBooks), or financial processes</li><li>Familiarity with CRM systems like HubSpot or Salesforce</li><li>Experience managing social media accounts or basic graphic design tools like Canva</li><li>Bilingual capability (Spanish, Mandarin, or other languages useful for our client base)</li></ul><h3>Benefits</h3><ul><li>Fully remote position with flexible work-from-home setup</li><li>Health insurance (medical, dental, vision) with company contribution after 90 days</li><li>Paid time off: 15 days per year plus company holidays</li><li>Professional development budget ($500 annually) for courses, certifications, or training</li><li>Opportunities to grow into specialized roles (bookkeeping, HR support, project coordination) as the business scales</li><li>Collaborative team culture with regular video check-ins and clear communication</li><li>Equipment stipend ($300-500) to set up your home office</li></ul>

Virtual Assistant

Balsam Millwork

Overview We are seeking a highly organized and motivated part time Office Assistant to join our growing team. As a crucial member of our company, you will be responsible for supporting daily operations, ensuring a smooth workflow, and keeping the office running efficiently. The ideal candidate is a proactive problem-solver with excellent communication skills who can provide a warm, welcoming presence for visitors and staff.Key Responsibilities<ul><li>Reception &amp; Communication: Greet customers, manage the phone line, and direct calls/emails to appropriate staff.</li><li>Administrative Support: Prepare, proofread, and scan documents; update and maintain physical and digital filing systems.</li><li>Scheduling: Manage calendars, schedule appointments, and coordinate meetings</li><li>Office Operations: Order office supplies, manage inventory, and ensure office equipment (printers, computers, phone lines, etc) are operational.</li><li>Data Entry: Maintain records, update databases, and prepare reports using Microsoft software programs, Google docs, and other apps both online and desktop-based</li><li>Mail Management: Sort and distribute incoming mail and coordinate outgoing packages.</li><li>Office Maintenance: Keep the reception area, meeting rooms, common spaces, office bathroom, and break room organized, tidy, and clean</li></ul>Requirements<ul><li>Proven experience in office setting or a similar administrative role.</li><li>Proficiency in Sage or similar accounting software for bookkeeping purposes.</li><li>Proficiency in Microsoft programs as well as Google worksheets.</li><li>Exceptional organizational skills with the ability to manage multiple tasks simultaneously as well as prioritize tasks when necessary.</li><li>Excellent communication skills, both verbal and written, with a strong emphasis on phone etiquette.</li><li>Ability to be proactive and a self-starter.</li><li>Experience in the wood industry office management is a plus but not required.</li><li>Ability to work independently while also collaborating effectively within a team environment.</li></ul>Pay: $17.00 - $20.00 per hourBenefits:<ul><li>Employee discount</li><li>Flexible schedule</li></ul>People with a criminal record are encouraged to applyWork Location: In person

Office Assistant

Human Resources Administration

HeaderOverview Join our dynamic team as a TimeKeeper, where you'll play a vital role in ensuring accurate tracking of employee hours, payroll processing, and financial recordkeeping. This position offers an exciting opportunity to contribute to efficient payroll management and support our organizational operations through meticulous data entry, compliance, and accounting practices. As a TimeKeeper, you'll be at the heart of our administrative and financial workflows, helping to maintain transparency and accuracy across all time and attendance records.Duties<ul><li>Monitor and record employee work hours using payroll and time-tracking software such as Workday, Kronos, or UltiPro.</li><li>Process payroll data accurately, ensuring correct calculations of hours worked, overtime, and leave balances in systems like Paychex or ADP.</li><li>Perform data entry of timekeeping information into accounting software including QuickBooks or other financial management tools.</li><li>Reconcile timesheets with payroll records through detailed account reconciliation and general ledger accounting procedures.</li><li>Assist with benefits administration related to time-off accruals, sick leave, and vacation balances.</li><li>Support accounts payable and receivable processes by verifying timesheet data against invoices and payments.</li><li>Maintain comprehensive records of all timekeeping transactions, journal entries, and audit logs for compliance purposes.</li></ul>Experience<ul><li>Proven experience with payroll management systems such as Workday, ADP, Paychex, Kronos, or UltiPro.</li><li>Strong knowledge of accounting principles including double entry bookkeeping, debits &amp; credits, and general ledger reconciliation.</li><li>Familiarity with financial software like QuickBooks or similar platforms used for bookkeeping and financial analysis.</li><li>Demonstrated ability to handle data entry with high accuracy (10 key typing skills) and attention to detail.</li><li>Background in corporate accounting or governmental accounting is preferred; experience in non-profit accounting is a plus.</li><li>Understanding of human resources processes related to benefits administration and HRIS systems.</li><li>Excellent analysis skills for reviewing payroll reports, tax documents, and account reconciliations to ensure compliance and accuracy. This role is perfect for detail-oriented professionals eager to leverage their technical accounting skills within a vibrant organization committed to operational excellence. If you thrive in fast-paced environments where precision matters most&mdash;your expertise will help us keep everything running smoothly!</li></ul>Job Type: Full-timePay: Up to $33.32 per hourBenefits:<ul><li>401(k) matching</li><li>Employee assistance program</li><li>Employee discount</li><li>Health insurance</li><li>Health savings account</li><li>Life insurance</li><li>Paid time off</li><li>Relocation assistance</li><li>Retirement plan</li><li>Vision insurance</li></ul>Work Location: Hybrid remote in New York, NY 10001

TimeKeeper

Block By Block

<div><div>Job Summary:

The Administrative Assistant provides essential support for various functions and completes a variety of tasks. This includes, but is not limited to: providing administrative support for multiple individuals, payroll, supply management, recruiting, and smartphone setup.

Pay Rate: $30.00/hourly

3+ years of administrative experience in an airport REQUIRED

Essential Functions:
<ul>
<li>Provides communication support between management and front-line employees</li>
<li>Manages coding of invoices</li>
<li>Performs data entry and spreadsheet maintenance for the balancing of billing and payroll reporting</li>
<li>Updates various reports and spreadsheets</li>
<li>Maintains and updates the training manual with current processes</li>
<li>Manages training reminder notices and updates learner access</li>
<li>Tracks employee statuses &amp; supplies monthly inactive reports</li>
<li>Manages SharePoint document updates</li>
<li>Sets up smartphones
</li><li>Other HPS administrative duties as assigned</li>
</ul>
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

We are proud to offer the following benefits:
<ul><li>Insurance: Medical with available FSA and/or HSA, Dental, Vision, Short-Term and Long-Term Disability, Life, and Accidental Death and Dismemberment, Critical Illness, and Accident.</li>
<li>Paid time off: Vacation, Sick Time and/or PTO (Only where required by local requirements and contract agreements), Paid Leave (only where required by law), Holidays (only where required by contract agreement), Floating Holidays (only where required by contract agreement), Birthday Pay (eligible after one year of service at most locations unless otherwise stated in CBA), Jury Duty (only where required by law).</li>
<li>Other: 401K Retirement Savings Plan</li>
</ul>
Block by Block is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
</div>Requirements:
<div>Requirements:
<ul>
<li>Must be 18 years or older.
</li><li>Must have a High School Diploma or GED.
</li><li>Associate Degree in a related field, such as Business Administration, is preferred but is not required</li>
<li>Minimum of three (3) years of experience providing administrative-related functions</li>
<li>Minimum of one (1) year of accounting and bookkeeping experience is required</li>
<li>Minimum of two (2) years of data entry experience is required</li>
<li>Minimum of two (2) years of experience using MS Word, Outlook, and EXCEL</li>
<li>Must have excellent communication skills. The ability to read, write and speak proficiently in the English language is required.</li>
<li>Excellent written and verbal communication skills</li>
<li>Analytical &amp; multitasking capabilities</li>
<li>Flexible and adaptable in performing duties and responsibilities</li>
<li>Ability to exercise sound judgment and make decisions in relation to essential job functions</li>
<li>Ability to interact professionally with all levels</li>
<li>Ability to build and maintain positive relationships</li>
<li>Self-starter with excellent dependability and integrity</li>
</ul>
Physical Demands and Work Environment:
<ul>
<li>Must have the physical capacity to sit at a desk using a computer for long periods of time during an eight-hour shift, with normal breaks and rest periods.
</li><li>Requires substantial movements (motions) of the wrists, hands, and/or fingers.</li>
<li>Requires close visual acuity to perform an activity such as: preparing reports; viewing a computer terminal; reading.
</li><li>Ability to stand or walk for long periods of time</li>
<li>The noise level in the work environment is usually moderate.</li>
</ul>
</div> 
Shift: 1st Shift
 
Req Benefits:
<div>We are proud to offer the following benefits:
<ul>
<li>Insurance: Medical with available FSA and/or HSA, Dental, Vision, Short-Term and Long-Term Disability, Life, and Accidental Death and Dismemberment, Critical Illness, and Accident.</li>
<li>Paid time off: Vacation, Sick Time and/or PTO (Only where required by local requirements and contract agreements), Paid Leave (only where required by law), Holidays (only where required by contract agreement), Floating Holidays (only where required by contract agreement), Birthday Pay (eligible after one year of service at most locations unless otherwise stated in CBA), Jury Duty (only where required by law).</li>
<li>Bonuses: Availability of bonuses varies and is dependent on multiple factors including but not limited to: location, position and contract agreements. Employee Recognition Awards, Employee Referral Bonus Program (select positions only), Bonus Program (Operations Manager, RVP, and executive positions only).</li>
<li>Other: 401K Retirement Savings Plan, Vehicle Allowance (only available for specific corporate positions, based on location and position).</li>
</ul>
</div> 
Compensation: $30.00-$30.00</div>

Administrative Assistant- LaGuardia Airport ACES Program

Oxygen Eventworks

<div>Oxygen Eventworks is a growing event production and fabrication company based in Yonkers, NY, specializing in audio/visual production, fabrication, and event services for corporate, nonprofit, and luxury brand clients. We are seeking a highly organized, analytical, and hands-on Finance &amp; Operations Manager to oversee financial operations, HR administration, payroll, staffing operations, and internal business processes across the company.
This is a key leadership role within a fast-growing, founder-led company and is ideal for someone who enjoys building systems, solving problems, improving efficiency, and helping a growing business scale thoughtfully and strategically.
The ideal candidate thrives in highly hands-on environments where responsibilities span finance, operations, HR, staffing coordination, and day-to-day business management. This role is best suited for someone comfortable wearing multiple hats, adapting quickly, and taking ownership across a wide range of operational responsibilities.
Candidates coming from highly specialized or siloed corporate environments may find this role less aligned with their experience.
Finance &amp; Accounting<ul><li>Manage day-to-day accounting operations in QuickBooks and related systems</li><li>Coordinate with external CPA/accounting partners on monthly bookkeeping review, sales tax reporting preparation, year-end tax preparation, and financial documentation requests</li><li>Oversee expense coding and monthly expense classification</li><li>Manage accounts payable, vendor payments, and payment schedules</li><li>Manage accounts receivable, invoice allocations, collections, and past-due follow-up</li><li>Assist with PO implementation, tracking, and vendor follow-up</li><li>Support cash flow analysis and financial planning</li><li>Analyze company profitability and identify operational efficiencies and cost-saving opportunities</li><li>Assist leadership with financial reporting, budgeting, and operational analysis</li></ul>
HR, Payroll &amp; Team Operations<ul><li>Oversee payroll processing and ensure employees and freelancers are paid accurately and on time</li><li>Manage employee onboarding/offboarding and benefits administration</li><li>Oversee PTO tracking, employee scheduling coordination, sick day management, and related HR administration</li><li>Manage workers compensation administration and audits</li><li>Serve as the first point of contact for employee issues and internal HR matters</li><li>Assist leadership with compensation analysis, salary recommendations, and employee review processes</li><li>Help develop and improve internal systems, policies, and operational workflows as the company grows</li></ul>
Staffing &amp; Logistics Oversight<ul><li>Oversee staffing operations, staffing agency relationships, and workforce logistics</li><li>Support scheduling coordination for freelance and full-time staff</li><li>Help build scalable staffing and operational processes as the company continues to grow</li><li>Eventually oversee additional staffing/logistics support personnel as the department expands</li></ul> 
Requirements<ul><li> 
Experience working closely with founders, ownership teams, or entrepreneurial leadership environments is strongly preferred</li><li>Comfortable operating in highly hands-on environments where priorities may evolve quickly as the company grows</li><li>Demonstrated ability to balance operational accountability with strong interpersonal and relationship-management skills</li><li>Experience supporting or helping scale growing businesses, operational systems, or internal infrastructure is highly valued</li><li>5+ years experience in a small business finance, operations, accounting, or business management role</li><li>Strong understanding of bookkeeping, payroll, AP/AR, and operational finance</li><li>Experience working directly with outside accountants and payroll systems</li><li>Strong organizational skills with exceptional attention to detail and follow-through</li><li>Analytical mindset with the ability to identify inefficiencies and operational improvements</li><li>Comfortable balancing strategic thinking with hands-on execution</li><li>Ability to work proactively in a fast-paced, evolving environment</li><li>Strong communication, leadership, and problem-solving skills</li><li>Experience helping businesses grow, scale, or improve operational infrastructure is strongly preferred</li><li>Proactive about identifying opportunities to improve efficiency through systems, automation, and modern operational tools, including AI-based solutions</li><li>The ideal candidate is able to communicate clearly and enforce policies professionally while maintaining positive and respectful working relationships with employees, freelancers, vendors, and clients</li></ul>
Preferred Qualifications<ul><li>Experience in event production, live events, fabrication, construction, hospitality, or related industries</li><li>Experience managing staffing coordination, scheduling, or workforce logistics</li><li>Familiarity with QuickBooks, payroll systems, and operational/project management platforms</li></ul>
Application Process
Please note that this role is highly hands-on and best suited for candidates who enjoy working in a collaborative small business environment where adaptability, initiative, and ownership are highly valued.
Applicants may be asked to complete short written screening questions related to operational experience, process improvement, communication style, and small business problem-solving.
Location
Preferred candidates are based in the New York metro area and able to work from our Yonkers or Manhattan office on a hybrid basis. Remote candidates with strong relevant experience will also be considered. 
Benefits 
Health Insurance &amp; 401K plus matching
Plus many others
Flexible work arrangement possible for the right candidate</div>

Finance & Operations Manager

Explore 76+ Bookkeeping assistant in New York this July. Find roles across top companies and apply now to boost your career.