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administrative assistant (external agency staff) Jobs in New York

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Atrium

<div>
 
 Client Overview
 
 
 
 Our client is a respected wealth management firm known for delivering high-quality representation with a client-focused approach. With a diverse team of experienced professionals, the firm provides comprehensive services across multiple corporate areas while maintaining personalized attention. Currently, they are looking to add an
 
 Administrative Assistant
 
 to their team. Collaborative in culture and dedicated to excellence, the firm emphasizes strong mentorship, continuous professional growth, and exceptional client service.
 
 
 
 Salary/Hourly Rate
 
 
 
 $35/hr - $40/hr DOE
 
 
 
 Position Overview
 
 
 
 The Administrative Assistant provides essential support to teams by managing daily administrative and clerical tasks. This role includes preparing documents, maintaining case files, scheduling meetings, and coordinating court filings and deadlines. This Administrative Assistant serves as a point of contact for clients, ensuring communication is handled professionally and confidentially. Strong organizational skills and attention to detail are critical for doing well in this role.
 
 
 
 Responsibilities Of The Administrative Assistant
 
 
 
 <ul>
 <li>
 Serve as the first point of contact for internal and external communications.
 </li>
 <li>
 Coordinate and schedule meetings, appointments, and events.
 </li>
 <li>
 Draft, edit, and proofread documents, reports, and correspondence.
 </li>
 <li>
 Process invoices, track expenses, and assist with budget tracking.
 
 
 </li>
 </ul>
 
 Required Experiences/Skills For The Administrative Assistant
 
 
 
 <ul>
 <li>
 Strong proficiency in Microsoft Office Suite, especially Excel and PowerPoint.
 </li>
 <li>
 Flexible, detail-oriented, and dependable with a proactive approach.
 </li>
 <li>
 Experience with virtual meeting platforms (e.g., Zoom, Microsoft Teams, Google Meet).
 </li>
 <li>
 Comfortable learning and using office or project management tools ( Slack, Salesforce, QuickBooks, etc.).
 
 
 </li>
 </ul>
 
 Preferred Experiences/Skills For The Administrative Assistant
 
 
 
 <ul>
 <li>
 3+ years of experience in an administrative clerical support role.
 </li>
 <li>
 Experience supporting multiple team members or departments in a fast-paced environment.
 </li>
 <li>
 Prior work in a financial setting is a plus.
 </li>
 <li>
 Familiarity with basic financial processes such as invoice tracking, expense reporting, or budgeting is desirable.
 
 
 </li>
 </ul>
 
 Education Requirements
 
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree is required.
 
 
 </li>
 </ul>
 
 Benefits
 
 
 
 <ul>
 <li>
 Atrium Care Package available, upon eligibility (including healthcare plans, discount programs, and paid time off).
 
 
 </li>
 </ul>
</div>

Administrative Assistant

Morgan Stanley

<div>
 
 Job Description
 
 
 
 Morgan Stanley Wealth Management provides a range of wealth management products and services for affluent individuals, businesses and institutions. These services include brokerage and investment advisory, financial and wealth planning, credit and lending, cash management, annuities and insurance, retirement and trust. The Private Wealth Management ("PWM") business is the division within Morgan Stanley Wealth Management that is exclusively focused on the $10M+ Ultra High Net Worth client segment.
 
 
 Morgan Stanley Private Wealth Management is seeking an Executive Assistant to support Private Wealth Management Managing Directors with a variety of administrative, organization, and logistical tasks.
 
 
 
 Administrative
 
 
 
 <ul>
 <li>
 Maintain executive calendar; schedule/reschedule meetings, coordinate with other assistants in organizing complex meetings with high level executives and clients
 </li>
 <li>
 Provide telephone coverage by prioritizing and handling urgent calls with professionalism and good judgment; taking accurate messages and backing up other lines as needed
 </li>
 <li>
 Coordinate business travel, book travel arrangements, coordinate out-of-town meeting/conference schedules and prepare travel and expense reports through Concur
 </li>
 <li>
 Arrange large group meetings including scheduling with all parties, booking appropriate rooms, arranging call-in numbers, organizing special meeting facilities, sending meeting confirmation emails and preparing and distributing meeting materials
 </li>
 <li>
 Navigate Firm&rsquo;s resources, interface with various departments to collect information, respond to requests, obtain services
 </li>
 <li>
 Process payment of invoices and vendor payments through Ariba and Smaart
 </li>
 <li>
 Manage highly sensitive information as it relates to firm and staff, including reviewing and prioritizing incoming communications and taking appropriate action
 </li>
 <li>
 Provide administrative support for the broader PWM Management team where appropriate
 </li>
 <li>
 Function as back-up coverage for admin. colleague(s) during planned or unplanned absences from the office
 
 
 </li>
 </ul>
 
 Qualifications &ndash; Requires Skills And Attributes
 
 
 
 <ul>
 <li>
 Prior administrative or related experience at executive level is essential
 </li>
 <li>
 Excellent written, verbal and interpersonal communication skills
 </li>
 <li>
 Highly service-oriented individual with the ability to work well both as an individual contributor and as part of a broader department
 </li>
 <li>
 Flexible attitude and highly trainable with ability to learn new, proprietary systems
 </li>
 <li>
 Detail-oriented and thorough; well organized with ability to multi-task and meet deadlines with minimal supervision; ability to find solutions to various administrative problems and prioritize work
 </li>
 <li>
 Proficiency with all Microsoft Office software (Outlook, Word, PowerPoint, Excel)
 
 
 </li>
 </ul>
 
 What You Can Expect From Morgan Stanley
 
 
 
 At Morgan Stanley, we raise, manage and allocate capital for our clients &ndash; helping them reach their goals. We do it in a way that&rsquo;s differentiated &ndash; and we&rsquo;ve done that for 90 years. Our values - putting clients first, doing the right thing, leading with exceptional ideas, committing to diversity and inclusion, and giving back - aren&rsquo;t just beliefs, they guide the decisions we make every day to do what's best for our clients, communities and more than 80,000 employees in 1,200 offices across 42 countries. At Morgan Stanley, you&rsquo;ll find an opportunity to work alongside the best and the brightest, in an environment where you are supported and empowered. Our teams are relentless collaborators and creative thinkers, fueled by their diverse backgrounds and experiences. We are proud to support our employees and their families at every point along their work-life journey, offering some of the most attractive and comprehensive employee benefits and perks in the industry. There&rsquo;s also ample opportunity to move about the business for those who show passion and grit in their work.
 
 
 To learn more about our offices across the globe, please copy and paste https://www.morganstanley.com/about-us/global-offices into your browser.
 
 
 Expected base pay rates for the role will be between $57,000 and $115,000 per year at the commencement of employment. However, base pay if hired will be determined on an individualized basis and is only part of the total compensation package, which, depending on the position, may also include commission earnings, incentive compensation, discretionary bonuses, other short and long-term incentive packages, and other Morgan Stanley sponsored benefit programs.
 
 
 Morgan Stanley is an equal opportunity employer committed to building and maintaining a workforce that is diverse in experience and background. Our recruiting efforts reflect our strong commitment to a culture of inclusion, where individuals are hired, developed, and advanced based on their skills and talents.
 
 
 Our workforce reflects a broad cross-section of the global communities in which we operate, bringing a variety of backgrounds, talents, perspectives, and experiences.
 
 
 For more information, please visit: https://www.morganstanley.com/people-opportunities/eeo.
</div>

NYC Alliance

<div>
 
 We are looking for a detail-oriented and highly organized Administrative Assistant to support our team at NYC Alliance Company LLC. In this role, you will be responsible for providing administrative support to ensure the efficient operation of the office. You will also assist with various tasks and projects as needed. Our ideal candidate will be someone who has prior experience within the fashion industry.
 
 
 
 
 Responsibilities:
 
 
 <ul>
 <li>
 Manage calendars, schedule appointments, and coordinate meetings.
 </li>
 <li>
 Answer phone calls and respond to emails in a professional manner.
 </li>
 <li>
 Maintain filing systems and organize office documents and records.
 </li>
 <li>
 Prepare and edit correspondence, reports, and presentations.
 </li>
 <li>
 Assist with travel arrangements and itinerary planning for executives.
 </li>
 <li>
 Handle office supply inventory and order supplies as needed.
 </li>
 <li>
 Support various special projects as assigned by managers.
 
 
 </li>
 </ul>
 
 Requirements
 
 
 
 <ul>
 <li>
 Bachelor's degree preferred.
 </li>
 <li>
 Proven experience as an administrative assistant or in a similar role.
 </li>
 <li>
 Strong organizational skills and attention to detail.
 </li>
 <li>
 Excellent written and verbal communication skills.
 </li>
 <li>
 Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
 </li>
 <li>
 Ability to prioritize tasks and manage time effectively.
 </li>
 <li>
 Familiarity with office equipment (e.g., printers, copiers, fax machines).
 </li>
 <li>
 Ability to work both independently and collaboratively in a team environment.
 
 
 </li>
 </ul>
 
 Benefits
 
 
 
 <ul>
 <li>
 Competitive compensation packages
 </li>
 <li>
 Medical, Dental, Vision, FSA
 </li>
 <li>
 Retirement Savings Plan Match
 </li>
 <li>
 Summer Fridays
 </li>
 <li>
 Discounts and More!
 </li>
 <li>
 Compensation: 75,000
 </li>
 <li>
 The offered salary for this position will vary based on role requirements determined by NYC Alliance, skill set and years of experience.
 </li>
 </ul>
</div>

Global Healthcare service inc

Job Overview Global Healthcare Services Inc., a leading travel nursing agency with over 15 years of experience, is seeking a diligent and organised Administrative Assistant to join our team. Based in our New York, NY office, this Full-Time position is crucial for ensuring the smooth and efficient operation of our agency. We specialise in staffing nursing jobs across New Jersey, New York, and other states, and this role will provide vital support to the team dedicated to helping healthcare professionals find satisfying career opportunities. The successful candidate will be a proactive problem-solver with exceptional communication skills and meticulous attention to detail. This position offers a competitive hourly rate of $20 - $28 per hour (USD). Responsibilities  <ul><li>Provide comprehensive administrative support to ensure efficient office operations.</li><li>Answer and direct phone calls, acting as a first point of contact for enquiries.</li><li>Organise and schedule appointments, meetings, and interviews for the recruitment team.</li><li>Assist in the preparation of regularly scheduled reports and presentations.</li><li>Manage and distribute incoming and outgoing correspondence, including emails and mail.</li><li>Support the onboarding process for new healthcare professionals by managing paperwork and data entry.</li><li>Maintain and update electronic and physical filing systems, ensuring all records are accurate and confidential.</li><li>Liaise with nurses and technicians to collect and verify necessary documentation and credentials.</li><li>Order office supplies and research new deals and suppliers.</li></ul>Qualifications  <ul><li>Proven experience as an Administrative Assistant or in a similar office support role.</li><li>Proficiency in the MS Office Suite, particularly MS Excel and MS Word.</li><li>Excellent time management skills and the ability to prioritise tasks effectively.</li><li>Strong organisational skills with a keen eye for detail.</li><li>Exceptional written and verbal communication skills.</li><li>Ability to handle sensitive information with the utmost discretion and confidentiality.</li><li>Experience within a healthcare or recruitment agency setting is desirable but not essential.</li></ul> Benefits  <ul><li>A competitive hourly wage.</li><li>The opportunity to be part of a supportive and dedicated team in a growing organisation.</li><li>Play a key role in supporting the careers of vital healthcare professionals.</li><li>Opportunities for professional development and growth.</li></ul>

Chi Phi

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

Fox Corporation

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

Archdiocese of New York

<div>Overview/Purpose:
The primary responsibility of the Administrative Assistant to the Regional Superintendent is to manage the day-to-day operation of the Regional Superintendent&rsquo;s office. 
Reports to: Regional Superintendent, Manhattan 
Work Location: 488 Madison Avenue, New York, NY 10022 
Responsibilities:
<ul><li>Maintain confidentiality in all Regional matters</li>
<li>Answer phone calls and handle principal, parent, and vendor questions and relay concerns to the Regional Superintendent</li>
<li>Assist in the logistical planning of principal and regional meetings, including contacting vendors, ordering Lunch for meetings, copying and collating handouts</li>
<li>Verify from school files and prepare principal evaluations on STAFFTRAC</li>
<li>Collect data, organize and chart all required Regional and Archdiocesan forms &ndash; Create folders on desktop (i.e., Calendar Grid, Teacher contracts, Class Schedules, Monthly Faculty Mtg. Agendas, Handbooks, Safety Plans</li>
<li>Monitor and submit Regional office deposits and invoices for payment (sent to 488)</li>
<li>Manage the desk calendar for the Regional Superintendent and collect/monitor school calendars</li>
<li>Prepare monthly Superintendent Expense Report</li>
<li>Maintain organized and up-to-date files</li>
<li>Monitor student attendance on Educate/FACTS at the end of each month and notify schools to update their attendance</li>
<li>Prepare and copy the program for the Manhattan 8th-grade Graduation Mass</li>
<li>Other related tasks as assigned by the Regional Superintendent.</li></ul> 
Education, Experience, and Skills:
<ul><li>Education: some College experience is preferred</li>
<li>Minimum of 3 years in an office setting.</li>
<li>Ability to multitask effectively, show initiative, and exercise patience and professionalism at all times.</li>
<li>An aptitude for attention to detail</li>
<li>Work as a team player</li>
<li>Bilingual (Spanish) preferred.</li>
<li>Knowledge of Google Applications</li>
<li>Microsoft Word, Excel, PowerPoint, and Outlook Explorer</li></ul> 
Compensation range for this position is: $25.00 - $29.00 per hour.
This position is considered full-time, non-exempt, and eligible for overtime. 
Interested candidates should send a cover letter and resume to:
Michael.Lenahan@archny.org</div>

Department of Education – Administrative Assistant, Manhattan Region

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Department of Education – Administrative Assistant, Manhattan Region