administrative assistant

office manager

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administrative assistant 3 Jobs in New York

administrative assistant 3

administrative assistant and office manager Jobs in New York

facilities coordinator

<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

Magnite

<div>
 
 
 Office Assistant
 
 
 
 
 
 
 New York, NY
 
 
 
 
 
 
 Part-time (T/W/TH in-office)
 
 
 
 
 At Magnite, we cultivate an environment of continuous growth and collaboration. Our work impacts what millions of people read, watch, and buy, and we&rsquo;re looking for people to help us tackle that responsibility with creativity and focus. Magnite (NASDAQ: MGNI) is the world&rsquo;s largest independent sell-side advertising platform. Publishers use our technology to monetize their content across all screens and formats, including CTV / streaming, online video, display, and audio. Our tech fuels billions of transactions per day!
 
 
 Magnite is seeking a highly organized and service-oriented Receptionist for our New York office to support daily operations and deliver exceptional client-facing hospitality. This role is ideal for someone with a proactive attitude, excellent communication skills, and a passion for creating a positive workplace and visitor experience. The position requires strong attention to detail and communication; this role is ideal for someone who brings positive energy and an eagerness to learn, serve, and grow. The Receptionist must be flexible, able to work in a fast-paced environment, and responsible for cultivating an amazing office space for the Magnite employees and clients. Success is determined by ensuring that office operations and procedures run smoothly and creatively, and maintaining a customer-first attitude to provide exceptional service.
 
 
 
 In This Role You Will
 
 
 
 <ul>
 <li>
 Greet and assist visitors, clients, and vendors at the front desk with professionalism and warmth.
 </li>
 <li>
 Partner with building management to provide guest passes and access for guests and visiting employees. Ensure guests are allowed through security without issues.
 </li>
 <li>
 Assist with conference room booking, snack and drink provisions, and IT configurations for client meetings
 </li>
 <li>
 Manage office supplies, assist deliveries, and keep shared spaces tidy and clutter-free
 </li>
 <li>
 Manage office access requests for clients and employees
 </li>
 <li>
 Liaise with building management and vendors to ensure cleanliness, safety, and efficient facilities operations
 </li>
 <li>
 Assist with projects as needed
 
 
 </li>
 </ul>
 
 Qualifications
 
 
 
 <ul>
 <li>
 1&ndash;2 years of office, reception, or facilities experience preferred
 </li>
 <li>
 Excellent interpersonal, organizational, and written communication skills
 </li>
 <li>
 Ability to lift items (15&ndash;40 lbs) and manage high-traffic areas with ease
 </li>
 <li>
 Detail-oriented, reliable, and adaptable in a fast-paced, client-focused environment
 
 
 </li>
 </ul>
 
 Perks And Benefits
 
 
 
 <ul>
 <li>
 Daily In-Office Lunch
 </li>
 <li>
 401k Retirement Savings Plan with Employer Match
 
 
 </li>
 </ul>
 
 Company Culture
 
 
 
 We believe collaboration is essential to success. Magnite&rsquo;s hybrid schedule includes two days worked remotely (Monday and Friday) and three days on-site (Tuesday, Wednesday and Thursday). Our offices provide catered lunches, beverages, snacks, training and development, and office events to support your work week. We also understand you have appointments, families, hobbies, and other commitments. Magnite strives to maintain a healthy work/life integration for all employees so you can bring your best every day - both at work and at home.
 
 
 <ul>
 <li>
 Community Service and Volunteer Events
 </li>
 <li>
 Company-Matched Charitable Contributions
 </li>
 <li>
 Wellness Coach and Mental Health Support
 </li>
 <li>
 Career Development Initiatives and a Career Growth Framework
 </li>
 <li>
 Culture and Inclusion Programs
 </li>
 <li>
 Bonusly Peer-to-Peer Recognition Program
 
 
 </li>
 </ul>
 
 About Us
 
 
 
 The world's leading agencies and brands trust our platform to access brand-safe, high-quality ad inventory and execute billions of advertising transactions each month. Anchored in bustling New York City, sunny Los Angeles, mile-high Denver, historic London, and down under in Sydney, Magnite has offices across North America, EMEA, LATAM, and APAC.
 
 
 In NY, the base salary range for this position is: $20/per hour - $22/per hour in addition to an annual variable bonus based on performance and company equity (NASDAQ: MGNI).
 
 
 
 Our Commitment: We aim to incorporate a wide range of voices into our Magnite culture, cultivating an environment where employees feel welcomed, cared for, and encouraged to freely share ideas. We are committed to employee growth, collaboration, inclusion, and innovation. We invest in Magnite&rsquo;s local communities. We seek talent from all backgrounds to champion corporate values of seeing the big picture and being catalysts of change.
 
 
 
 Want to learn more about us?
 
 
 Check out our blog for Magnite announcements and Ad Tech industry news!
 
 
 
 
 Recruiting Agency Notice
 
 
 
 
 
 Magnite does not accept agency resumes and is not responsible for any fees related to unsolicited resumes.
 
</div>

Office Assistant (Part Time)

Baseten

<div>
 
 About Baseten
 
 
 
 Baseten powers mission-critical inference for the world's most dynamic AI companies, like Cursor, Notion, OpenEvidence, Abridge, Clay, Gamma and Writer. By uniting applied AI research, flexible infrastructure, and seamless developer tooling, we enable companies operating at the frontier of AI to bring cutting-edge models into production. We're growing quickly and recently raised our $300M Series E, backed by investors including BOND, IVP, Spark Capital, Greylock, and Conviction. Join us and help build the platform engineers turn to to ship AI products.
 
 
 
 THE ROLE
 
 
 
 
 Note: This is an in-person role based in New York, and we&rsquo;d like you in the office five days a week.
 
 
 
 As our Office Manager, you&rsquo;ll own the rhythms and details that make the New York office work: facilities coordination, vendor management, supplies and pantry programs, visitor and onboarding readiness, and a high bar for cleanliness and functionality.
 
 
 This role is hands-on and highly collaborative. Baseten moves
 
 fast
 
 , and you should be ready to hit the ground running. You&rsquo;ll report to the Workplace Experience Manager, be a founding member of our Workplace Experience Team (WPX) and partner with IT, People Ops, and EA&rsquo;s to proactively solve problems before they impact employees.
 
 
 This role is based in hospitality with employees as the customers. You&rsquo;ll create an exceptional workplace experience by pairing high-touch hospitality with high-precision execution. Employees will know you as the calm, friendly point of contact, while you quietly orchestrate vendors, access workflows, and last-mile details behind the scenes so the office runs smoothly every day.
 
 
 
 OUR NEW YORK OFFICE
 
 
 
 <ul>
 <li>
 Union Square
 </li>
 <li>
 Up to 100 people onsite per day
 </li>
 <li>
 Rapidly growing, with frequent visitors
 </li>
 <li>
 ~9k sq ft
 
 
 </li>
 </ul>
 
 Responsibilities
 
 
 
 
 Events and culture
 
 
 
 <ul>
 <li>
 Plan and execute a thoughtful calendar of employee-facing events.
 </li>
 <li>
 Own NY-based event production end-to-end: vendor sourcing, catering and rentals, contracts, run-of-show, onsite setup, and day-of execution.
 </li>
 <li>
 Support logistics for team onsites hosted in NY, including space setup, catering coordination, and on-the-ground execution.
 </li>
 <li>
 Track budgets, contracts, and feedback to continuously improve quality and efficiency.
 </li>
 <li>
 Partner with the Workplace Experience team to support planning and execution of bi-annual company off-sites (logistics, vendor coordination, onsite support as needed).
 
 
 </li>
 </ul>
 
 Office operations and facilities
 
 
 
 <ul>
 <li>
 Serve as the first point of contact for employees and guests, creating a welcoming, professional experience.
 </li>
 <li>
 Own daily office operations: shared space upkeep, inventory management, and lunch/pantry/coffee programs.
 </li>
 <li>
 Manage relationships with building management and service vendors (janitorial, maintenance, repairs, security), including contracts and COIs.
 </li>
 <li>
 Oversee physical security and access processes (badge coordination, visitor workflows, vendor access, and compliance with building requirements).
 </li>
 <li>
 Partner with the IT team to ensure office-facing systems (A/V, conference rooms, access workflows) function reliably.
 </li>
 <li>
 Identify and implement process improvements that reduce friction and increase reliability.
 </li>
 <li>
 Support employee travel between offices including making sure they have access, lunch and a desk.
 
 
 </li>
 </ul>
 
 Space and workplace logistics
 
 
 
 <ul>
 <li>
 Support new hire onboarding logistics, including workspace setup.
 </li>
 <li>
 Maintain seating plans and manage desk moves, team reconfigurations, and workspace assignments.
 </li>
 <li>
 Anticipate workspace and supply needs (desks, chairs, monitors, meeting rooms, shared supplies) and coordinate procurement.
 </li>
 <li>
 Partner with the Workplace Experience Manager to support office buildouts, expansions, and moves as needed.
 
 
 </li>
 </ul>
 
 Requirements
 
 
 
 <ul>
 <li>
 3&ndash;5+ years of experience in office management, workplace operations, facilities coordination.
 </li>
 <li>
 Ability to work autonomously as you&rsquo;ll be the only WPX member in NY
 </li>
 <li>
 Strong vendor management skills, including working through issues quickly and professionally.
 </li>
 <li>
 Excellent organizational habits and follow-through, with comfort juggling multiple requests at once.
 </li>
 <li>
 Experience bringing people together and creating space for culture in a rapidly changing environment (e.g., local programming, office moments, team rituals).
 </li>
 <li>
 High attention to detail and pride in running a tight, welcoming office.
 </li>
 <li>
 Clear written and verbal communication skills.
 </li>
 <li>
 Calm under pressure, adaptable, and proactive about solving problems before they escalate.
 </li>
 <li>
 Availability and interest in being onsite in our New York office five days a week.
 </li>
 <li>
 Availability to accommodate early or late hours as needed for event production and onsite coordination.
 
 
 </li>
 </ul>
 
 Benefits
 
 
 
 <ul>
 <li>
 Competitive compensation, including meaningful equity.
 </li>
 <li>
 100% coverage of medical, dental, and vision insurance for employee and dependents
 </li>
 <li>
 Generous PTO policy including company wide Winter Break (our offices are closed from Christmas Eve to New Year's Day!)
 </li>
 <li>
 Paid parental leave
 </li>
 <li>
 Company-facilitated 401(k)
 </li>
 <li>
 Exposure to a variety of ML startups, offering unparalleled learning and networking opportunities.
 
 
 </li>
 </ul>
 
 Apply now
 
 to embark on a rewarding journey in shaping the future of AI! If you are a motivated individual with a passion for machine learning and a desire to be part of a collaborative and forward-thinking team, we would love to hear from you.
 
 
 
 At Baseten, we are committed to fostering a diverse and inclusive workplace. We provide equal employment opportunities to all employees and applicants without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.
 
 
 
 Compensation Range: $110K - $135K
 
 
</div>

Office Manager (New York)

Savvy Wealth

<div>
 
 About Savvy Wealth
 
 
 
 Wealth management is a $545 billion industry in the US, yet remains archaic and inefficient with low technology penetration. 75% of financial advisors don&rsquo;t offer digital communication beyond email, and 62% still build financial plans manually in Excel. This leads to a poor client experience and results in financial advisors spending over 70% of their time on non-client facing, manual work.
 
 
 Savvy is changing that. We&rsquo;re building the most advisor-centric platform in wealth management: a digital-first solution that modernizes human financial advice. Advisors who partner with Savvy tap into AI-powered software, automated sales and marketing, and seamless back office workflows to scale faster and spend more time with clients.
 
 
 We&rsquo;ve raised over $105M to date from Thrive Capital, Index Ventures, Canvas Ventures, Mark Casady (former LPL Financial CEO), and other top-tier investors. Our team is made up of repeat founders and operators who&rsquo;ve helped build Airbnb, Square, Brex, Carta, Facebook, $200B+ RIAs, and more.
 
 
 Savvy is at a pivotal point in its growth trajectory, having established strong product-market fit in providing a modern platform to financial advisors. We&rsquo;ve surpassed $5.1 billion in AUM in less than three years, grown 600%+ in the last 18 months, and are entering the next phase of the company which involves rapid expansion of our product offering and continued revenue growth. Come help us scale!
 
 
 
 The Role
 
 
 
 This is an opportunity to join Savvy during a period of growth and play a hands-on role in supporting our in-office employee experience. As
 
 Office Manager
 
 , you&rsquo;ll focus on executing day-to-day office operations and supporting onsite logistics as we continue to scale our hybrid model.
 
 
 This role is ideal for an organized, detail-oriented operator early in their People or Workplace Operations career who enjoys being hands-on, responsive, and execution-focused. You&rsquo;ll work closely with members of the People, IT, and Finance teams to ensure the office runs smoothly and employees have a positive in-office experience.
 
 
 Your work will directly impact how employees experience Savvy on a daily basis &mdash; from arriving at the office to participating in onsite onboarding and events.
 
 
 
 Responsibilities
 
 
 
 <ul>
 <li>
 Support day-to-day office operations, including office opening and closing routines, front desk and guest experience, supplies and inventory tracking, cleanliness and maintenance coordination, and handling day-to-day office issues as they arise
 </li>
 <li>
 Lead office-related projects end-to-end, including vendor management, space planning support, coordination of future office needs, office inventory management and ordering for supplies, food, and beverages, and mail receipt, sorting, and distribution."
 </li>
 <li>
 Coordinate facilities and space logistics, such as desk assignments, conference room scheduling, AV and IT coordination, and supporting hybrid work schedules; assist with office reconfigurations or moves under guidance from senior team members
 </li>
 <li>
 Assist with vendor coordination, including communicating with office-related vendors, tracking contracts and invoices, and escalating issues or questions as needed
 </li>
 <li>
 Execute office programs and events, including in-office events, team gatherings, onsite onboarding logistics, and employee celebrations, with guidance and direction from the People team
 </li>
 <li>
 Help maintain office safety and security processes, including badge access coordination, emergency preparedness documentation, and reporting issues or incidents to the appropriate teams
 </li>
 <li>
 Support equipment and asset logistics, such as laptop and equipment coordination, asset tracking, basic office technology troubleshooting, and coordinating repairs or replacements with IT
 </li>
 <li>
 Provide logistical support for visitors, interviews, meetings, catering, and conference room scheduling as needed
 </li>
 <li>
 Work cross-functionally with IT, Finance, and People teams to execute shared operational tasks and ensure smooth handoffs related to onboarding, offboarding, and office access
 </li>
 <li>
 Maintain office documentation, including playbooks, SOPs, vendor contacts, emergency procedures, and internal office guidelines
 </li>
 <li>
 Support the physical employee experience, helping keep the office organized, welcoming, and functional, and sharing employee feedback with the People team
 </li>
 <li>
 Assist with employee lifecycle logistics, including onboarding setup, offboarding coordination related to access and equipment, and supporting transitions in partnership with the People team
 
 
 </li>
 </ul>
 
 Qualifications
 
 
 
 <ul>
 <li>
 You have 2&ndash;4 years of experience in office management, workplace operations, People Ops coordination, or a similar operational role
 </li>
 <li>
 You enjoy hands-on, execution-focused work and are comfortable responding to day-to-day needs
 </li>
 <li>
 You&rsquo;re highly organized, detail-oriented, and reliable with follow-through
 </li>
 <li>
 You&rsquo;re comfortable asking questions and escalating issues when needed
 </li>
 <li>
 You bring a service-oriented mindset and care deeply about employee experience
 </li>
 <li>
 You&rsquo;re adaptable and enjoy working in fast-paced, evolving environments
 
 
 </li>
 </ul>
 
 Nice To Have
 
 
 
 <ul>
 <li>
 Experience supporting hybrid or in-office teams
 </li>
 <li>
 Familiarity with basic workplace or People tools (e.g., Google Workspace, Slack, HRIS tools)
 </li>
 <li>
 Interest in growing into People Ops or Workplace Operations over time
 </li>
 <li>
 Comfort using tools or automation to improve operational efficiency
 
 
 </li>
 </ul>
 
 Benefits
 
 
 
 <ul>
 <li>
 Competitive salary and equity package
 </li>
 <li>
 Unlimited PTO + paid company holidays
 </li>
 <li>
 Access to holistic medical, dental, and vision plans
 </li>
 <li>
 Company 401(k), Commuter, and HSA/FSA plans
 </li>
 <li>
 NYC office in the heart of Manhattan
 </li>
 <li>
 Lunch and snacks provided in the office
 </li>
 <li>
 Access to virtual mental health care (Spring Health), vision related benefits (XP Health), and health concierge (Rightway) to help you find the right care
 </li>
 <li>
 Access to counseling for stress management, dependent care, nutrition, fitness, legal, and financial issues (Guardian WorkLifeMatters EAP)
 
 
 </li>
 </ul>
 Compensation Range: $91K - $111K
</div>

Office Manager

Columbia University

<div><ul><li>Job Type: Officer of Administration</li>
<li>Regular/Temporary: Regular</li>
<li>Hours Per Week: 35</li>
<li>Salary Range: $66,300 - $75,000</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>

Position Summary

The Division of General Medicine/Hospitalist Program seeks a highly motivated and detail-oriented Administrative Coordinator to provide comprehensive administrative support fully onsite at the Columbia University Medical Center. Reporting jointly to the Divisional Administrator and the Medical Director of the Hospitalist Program, this role supports both leaders and the broader Hospitalist office team.

The ideal candidate will possess strong organizational skills, the ability to manage multiple priorities simultaneously, and a proactive approach to problem-solving. This position plays a key role in ensuring the smooth operation of the Hospitalist Program, including managing calendars, coordinating meetings, maintaining office systems, and supporting recruitment and scheduling efforts.

The Administrative Coordinator will also be a member of the division&rsquo;s core administrative team, collaborating with colleagues in People &amp; Culture, IT, and Procurement to support division-wide initiatives such as events and communications.

Responsibilities
<ul>
<li>Serve as the primary liaison between the divisional administrative team and the Hospitalist group.</li>
<li>Provide administrative support to over 35 physicians and 75 physician assistants at Milstein Hospital.</li>
<li>Manage physician scheduling, maintain the Medical Director&rsquo;s calendar, coordinate meetings, and support working groups and social events.</li>
<li>Facilitate recruitment efforts, including preparing interview itineraries and escorting candidates.</li>
<li>Oversee the Hospital Medicine administrative office, including responding to external inquiries, submitting facilities requests, and maintaining office supplies and organization.</li>
<li>Administer the Hospitalist moonlighting program, including scheduling and monthly payroll submissions.</li>
<li>Support clinical appointment and reappointment processes in collaboration with the Manager of People &amp; Culture.</li>
<li>Track professional practice evaluations, expirables, compliance documentation, and Medicaid recertifications.</li>
<li>Participate in weekly core administrative team meetings and assist with division-wide events such as grand rounds, retreats, and holiday gatherings.</li>
<li>Perform additional duties as assigned by the Divisional Administrator and Medical Director.</li>
</ul>
Minimum Qualifications
<ul>
<li>Bachelor&rsquo;s degree or equivalent combination of education and experience.</li>
<li>Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, Teams).</li>
<li>Ability to handle sensitive and confidential information with discretion.</li>
<li>Strong attention to detail and excellent organizational skills.</li>
</ul>
Preferred Qualifications
<ul>
<li>At least two years of relevant administrative experience.</li>
<li>Experience with EPIC and Amion (or similar scheduling systems).</li>
<li>Ability to quickly learn new platforms (e.g., Columbia website CMS, Symplr, ARC, Interfolio).</li>
<li>Interest or experience in scheduling, website maintenance, and billing processes.</li>
</ul>
Other Requirements
<ul>
<li>Successful completion of applicable compliance and systems training requirements.</li>
</ul>
Equal Opportunity Employer / Disability / Veteran

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

Administrative Coordinator - General Medicine

Betches Media

<div>
 
 About Us
 
 
 
 Betches Media is the ultimate digital media and lifestyle destination for women. As a pioneer in the humor and entertainment space, we&rsquo;ve built a powerful platform that connects with over 250M fans across social media, podcasts, web, events, and e-commerce. Our funny, honest, and candid approach resonates with women globally, creating a one-of-a-kind community.
 
 
 Now as a part of LBG Media, Betches is in an exciting new chapter, leveraging the global reach and innovation of our parent company to push the boundaries of creative media.
 
 
 This is your opportunity to be at the forefront of shaping the future of Betches Media and propel the brand through its next phase of growth.
 
 
 
 Description
 
 
 
 We are seeking a Part-Time Office + Employee Experience Manager to lead the day-to-day office operations and facilities management of our NYC office. The hours will be 9:00 AM &ndash; 3:00 PM ET, three days per week Tuesday, Wednesday and Thursday. On average the Part-time Office + Employee Experience Manager will work 18 hours per week, with the opportunity to take on additional hours based to support special events as needed.
 
 
 The ideal candidate is proactive, organized, and passionate about creating environments where people thrive. You will work in partnership with the Senior People and Culture Coordinator to bring a daily focus to facilities maintenance, hospitality, and employee experience. You will serve as the go-to resource for employees, guests, and vendors alike and bring our office culture to life.
 
 
 This role requires adaptability, strong communication skills, and a hospitality mindset. You will anticipate needs, solve problems before they arise, and serve as a trusted, approachable resource for employees.
 
 
 
 Roles &amp; Responsibilities
 
 
 
 <ul>
 <li>
 Serve as the #1 point of contact for employees&rsquo; workspace needs in NYC.
 </li>
 <li>
 Optimize our facilities routines, day to day office maintenance and build an office playbook to facilitate repeatable processes across office maintenance, vendor and landlord management, and employee experience.
 </li>
 <li>
 Own the reception area and ensure a seamless experience for all guests.
 </li>
 <li>
 Lead NYC office operations, including vendors, supplies, maintenance, mail, shipping &amp; receiving, and logistics.
 </li>
 <li>
 Manage inventory to ensure the office is well equipped with snacks, beverages, and essential supplies.
 </li>
 <li>
 Maintain the NYC office budget and ensure financial stewardship with strong ROI.
 </li>
 <li>
 Build and execute in-person events and programs that drive engagement and community.
 </li>
 <li>
 Organize and support internal and external company events, including new hire onboarding and all hands meetings.
 </li>
 <li>
 Design office communication tools and processes to enhance clarity and engagement.
 </li>
 <li>
 Support space and capacity planning, continually improving office layout and seating plans.
 </li>
 <li>
 Partner with property management and vendors for services, repairs, and support.
 </li>
 <li>
 Provide light executive support as needed, including calendar management, scheduling meetings, and assisting with day-to-day administrative needs.
 
 
 </li>
 </ul>
 
 Qualifications
 
 
 
 <ul>
 <li>
 5+ years of experience in Office Management, Facilities, or Community roles, ideally at a high-growth company.
 </li>
 <li>
 Availability to work onsite in our New York City office Tuesday&ndash;Thursday from 9:00 AM &ndash; 3:00 PM ET is required.
 </li>
 <li>
 Proven ability to create an outstanding employee and guest experience.
 </li>
 <li>
 Strong communication and project management skills; able to manage multiple priorities seamlessly.
 </li>
 <li>
 Experience in fast-paced, evolving environments; enjoys building new systems and processes. You&rsquo;re scrappy, resourceful and you see challenges as opportunities.
 </li>
 <li>
 Customer service and hospitality mindset &mdash; friendly, approachable, and solutions-oriented.
 </li>
 <li>
 Detail-oriented with strong follow-through and focus on employee experience.
 </li>
 <li>
 Proactive problem solver who anticipates needs and resolves issues before they escalate.
 </li>
 <li>
 Excellent at prioritization, time management, and handling multiple work streams simultaneously.
 
 
 </li>
 </ul>
 
 Compensation
 
 
 
 The expected hourly rate for this role is $25-$30 an hour, and a commitment of up to 20 hours per week.
 
 
 
 Learn more about
 
 
 our culture and perks
 
 
 
 
 Our DEI+ Commitment
 
 
 
 At Betches, we are committed to building a diverse and inclusive workplace that empowers talent from many different backgrounds, experiences, and identities. We believe that true creativity and knowledge emerge when diversity and inclusion are fully embraced. We strive to create a workforce that reflects the diversity of our clients and our communities, recognizing that our journey towards excellence is ongoing. Together, we aim to foster an environment where everyone can contribute to and benefit from our shared success.
 
 
 <ul>
 <li>
 We house all active job postings on careers.betches.com or LinkedIn.com, attaching jobs to our official Betches Media Company page. We will never request sensitive personal information via email or during an interview such as Social Security numbers, banking details, or other confidential data. If you receive a communication that seems suspicious or does not follow these guidelines, please do not respond or share personal information. Instead, contact us hr@betches.com.
 </li>
 </ul>
</div>

Office & Employee Experience Manager (Part-Time)

<div><ul><li>Job Type: Officer of Administration</li>
<li>Regular/Temporary: Regular</li>
<li>Hours Per Week: 35</li>
<li>Salary Range: $65,850-$70,000</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>

Position Summary

The Office of Institutional Equity (OIE) serves as a centralized resource for addressing all reports of discrimination and discriminatory harassment, including reports that involve alleged violations of Title VI and Title VII, reports that involve alleged violations of Title IX and the University&rsquo;s Gender-Based Misconduct Policy, as well as reports that relate to violations of the Protection of Minors Policy. The Office is responsible for reviewing, investigating and managing all incidents from inception through resolution whether the Respondent is a student, faculty, staff member or affiliate.

The Administrative Coordinator will provide administrative and operational support for complaints of protected class discrimination and harassment, retaliation, sex-based harassment, sexual misconduct, stalking, and domestic and dating violence, filed by and against students, employees, faculty, administrators, and third-party affiliates. Triage and respond to sensitive inquiries and reports received in person, online, or by phone from students, faculty, administrators, and family members regarding OIE resources, investigation processes, and university policies in accordance with Family Educational Rights and Privacy Act (FERPA) and departmental guidelines. The Administrative Coordinator reports to the Assistant Director of Operations.

Responsibilities

Administrative
<ul>
<li>Coordinates office software and technology, including case database, Zoom, and Adobe.</li>
<li>Resolves facilities and technology issues.</li>
<li>Creates, edits, and maintains applicable website(s), intranet, policies, and procedures.</li>
<li>Manages, tracks, and updates incident reports and cases. Supports compliance with the Clery Act and NYS 129.</li>
<li>Maintains and regularly audits multiple complex spreadsheets and database records to ensure the highest level of data accuracy and integrity for OIE case tracking and reporting.</li>
<li>Responds to students, faculty, administrators and family members regarding inquiries or other correspondence.</li>
<li>Responsible for compiling files and documents upon request. Prepares correspondence and other case-related materials and conducts file reviews.</li>
<li>Manages all technology for hearings, including submission of hearing transcription.</li>
<li>Assist the Assistant Director of Operations with finance and budget duties, including processing of invoices, expenditures, reimbursements, etc.</li>
</ul>
Operations
<ul>
<li>Facilitates daily incident review meetings including preparing and presenting high-level summaries and other relevant information required to inform incident response.</li>
<li>Communicates with staff across OIE divisions and other stakeholders at a preliminary level to provide case updates, triages, and ensures follow up of reports.</li>
<li>Manages and distributes Access Restriction, Persona Non-Grata, and revocation of alumni privileges notifications to partner offices.</li>
<li>Responds to employee disciplinary record requests and completes background checks while staying in compliance with FERPA and departmental guidelines.</li>
<li>Pulls data and routinely generates and analyzes various reports, including incident reports, case records and other sensitive data.</li>
<li>Manages timely progress and assists in the implementation of projects or initiatives, including staff onboarding, programs, staff training and development, systems implementation, and community events programming.</li>
<li>Additional duties as assigned.</li>
</ul>
Minimum Qualifications
<ul>
<li>A bachelor's degree and/or its equivalent and a minimum of two years in related administrative experience in a university or other complex organization is required.</li>
<li>The incumbent must possess excellent verbal and written communication skills and should have experience and knowledge in drafting legal documents, interpersonal communications, customer service, dealing with ambiguity, program planning, and other organizational skills.</li>
<li>The incumbent must display resourcefulness, discretion, attention to detail, flexibility and the ability to prioritize and manage multiple tasks.</li>
<li>Proficiency in Microsoft Office, Google for Education, Adobe Creative Cloud (Acrobat, Dreamweaver, Illustrator, etc), and other publishing or database software is preferred.</li>
</ul>
Preferred Qualifications
<ul>
<li>Excellent verbal and written communication and organizational skills, good judgment, an appreciation of confidentiality and discretion, and attention to detail.</li>
<li>Candidate must be well organized and able to manage a demanding workload and complex cases in an accurate and timely fashion</li>
<li>Able to communicate effectively in both oral and written form. This position requires the ability to interact positively, constructively, and effectively with professional staff, students, faculty, and organizational stakeholders.</li>
<li>Strong interpersonal, customer service, program planning, and organizational skills required.
 
Resourcefulness, discretion, attention to detail, flexibility, and the ability to prioritize and manage multiple tasks are essential.</li>
<li>Ability to work independently and follow through and handle multiple tasks simultaneously.</li>
<li>Proficiency with MS Office Suite, Google Suite, Maxient, Adobe Acrobat Pro, and other desktop publishing and database software.</li></ul> 


Equal Opportunity Employer / Disability / Veteran

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

Administrative Coordinator, Operations Division - Faculty and Staff ADDH

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