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administrative assistant (external agency staff) Jobs in New York

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Solomon Page

<div>
 Our client is seeking an Administrative Assistant to join their team! The Administrative Assistant is responsible for providing administrative assistant support to assigned department leadership. This is a fast-paced and rapidly changing business environment. It requires an individual with an energetic and enthusiastic approach, along with maturity, self-confidence and self-motivation. This is an excellent opportunity for a flexible individual with the ability to be productive under pressure.
 
 
 <ul>
 <li>
 Pay rate: $35-$37 per hour
 
 
 
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 </ul>
 
 Responsibilities:
 
 
 
 
 
 Travel
 
 
 
 <ul>
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 Arrange all aspects of business travel including conferences and client/broker events. This will usually involve flights, hotel, ground transportation and lunch/dinner bookings Enter confirmed travel arrangements into the calendar, Visitor Log and Travel Log
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 Ensure team members have any visas, all documents, papers and itineraries necessary for travel Coordinate with other offices to ensure travel and accommodation requirements are established and appropriate support is available when travelling to such offices
 
 
 
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 </ul>
 
 Meetings and Entertainment/Lunches/Dinners
 
 
 
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 On behalf of team members, coordinate meetings with clients/brokers/vendors
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 Record all meeting details and attendees in meeting calendar within the Microsoft Office system. Refer to CRM details below
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 Manage all aspects of bookings and catering for client/broker lunches and dinners
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 Book taxis for our employees and clients Prepare and organize printed materials and binders for meetings
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 Other related support
 
 
 
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 </ul>
 
 Customer Relationship Management (CRM) &ndash; if applicable
 
 
 
 <ul>
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 Track client related meetings/events (including overseas meetings) in our CRM System
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 Collect business cards and update contact details in CRM or following up with meeting organizer for client's contact if not known; make changes to client profiles
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 Develop working knowledge of clients/brokers and Company names
 
 
 
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 </ul>
 
 Expenses
 
 
 
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 All aspects of timely expense management (in Concur and Dynamics 365) for team members, including: Use receipt images in Concur or gather receipts for business travel promptly after such travel and document the business purpose
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 Set up expense reports on at least a monthly basis
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 Follow-up to secure any expense approvals
 
 
 
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 </ul>
 
 Visitor Log
 
 
 
 <ul>
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 Be the coordinator for any visitor log requests
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 Communicate with other Executive Assistants as to who is coming in and details of visit.
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 Arrange desk assignments for underwriting visitors
 
 
 
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 </ul>
 
 General / Office / Other
 
 
 
 <ul>
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 Provide administrative support for group meetings, whether onsite or offsite
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 Provide back-up support for vacationing other administrative roles
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 Assist with ad hoc projects
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 Participate in the local and global Admin Team support team meetings
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 Communicate with external contacts to exchange information as needed
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 Provide telephone coverage for assisting with client requests (i.e. obtain key information to be passed on to the Underwriter when unavailable)
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 Prepare FedEx shipments
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 Assist with mail collection and distribution for your respective team(s)
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 Manage confidential affairs
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 Maintain good working relationship with internal contacts
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 Manage changing circumstances as they happen, sometimes on short notice
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 Communicate timelines for completion of responsibilities if an item may take longer than normal due to multiple responsibilities being asked within a short time.
 
 
 
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 </ul>
 
 Qualifications:
 
 
 
 
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 Experience working in a matrixed global organization working across functions and geographies.
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 Strong interpersonal and teamwork skills with the ability to communicate in a professional manner with all levels of employee and market facing audiences to include with senior management, internal clients, external clients and brokers.
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 Works efficiently, accurately and exercises common courtesy under time pressure situations. Is a team player and demonstrates a cooperative attitude.
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 Must possess excellent oral and written communication skills.
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 Receptive to new ideas and is well organized.
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 Reacts effectively to changing conditions. Anticipates and constructively advances the need for positive change. Eagerly assumes new tasks and responsibilities.
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 Demonstrates sensitivity, respects cultural differences, and acts in an ethical manner at all times.
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 Excellent PC skills with demonstrated ability to create spreadsheets, documents and presentations. Familiarity with different &lsquo;share&rsquo; platforms ie: SharePoint, Office 365.
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 College degree preferred
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 2+ years of administrative assistant.
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 Experience in the Financial Services at a minimum with industry experienced preferred.
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 Requires sitting at a computer in an open collaborative seating environment with varying exposure to noise.
 
 
 
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 If you meet the required qualifications and are interested in this role, please apply today.
 
 
 
 The Solomon Page Distinction
 
 
 
 Solomon Page offers a comprehensive benefit program for hourly employees. We pride ourselves on offering medical, dental, 401(k), direct deposit and commuter benefits to our employees, including freelancers - which sets us apart in the industries we serve.
 
 
 
 About Solomon Page
 
 
 
 Founded in 1990, Solomon Page is a specialty niche provider of staffing and executive search solutions across a wide array of functions and industries. The success of Solomon Page reflects an organic growth strategy supported by a highly entrepreneurial culture. Acting as a strategic partner to our clients and candidates, we focus on providing customized solutions and building long-term relationships based on trust, respect, and the consistent delivery of excellent results. For more information and additional opportunities, visit: solomonpage.com and connect with us on Facebook, and LinkedIn.
 
 
 Opportunity Awaits.
 
 
</div>

Administrative Assistant

Career Group

<div>
 
 
 Administrative Assistant
 
 
 
 
 
 
 A global investment firm is hiring for an eager Administrative Assistant to support Executives across their Investments, Communications and Events divisions. This role will help deliver high-quality experiences that reflect the organization&rsquo;s brand and objectives. The successful candidate will have the ability to multitask, demonstrate foresight and collaboration, be highly responsive and have the willingness to learn and adapt in a growing, fluid environment.
 
 
 
 
 
 
 Salary
 
 commensurate with experience: $75-95k base + paid overtime + discretionary bonus + fully paid benefits, 401k, PTO and additional perks
 
 
 
 
 
 
 Location:
 
 This role is based in office Monday &ndash; Friday in Midtown East, NYC
 
 
 
 
 
 
 Hours:
 
 8:30am-6pm daily with flexibility as needed
 
 
 
 
 
 
 Responsibilities include:
 
 
 <ul>
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 Manage the team&rsquo;s Microsoft Outlook calendars and coordinate scheduling
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 Answer calls and relay messages appropriately
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 Prepare and submit expense reports and assist with tracking event budgets
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 Manage domestic and international travel, preparing a detailed itinerary
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 Assist with maintaining project timelines
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 Support event logistics and prepare event collateral
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 Prepare collateral such as name badges, signage, and registration lists
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 Provide on-site event support on an ad-hoc basis when needed
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 </ul>
 
 
 
 
 
 Seeking:
 
 
 <ul>
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 2&ndash;4 years of administrative support experience; financial experience a plus
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 Bachelor&rsquo;s degree from an accredited college or university; degree in communications, marketing, hospitality, or a related field preferred (or equivalent experience)
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 Strong organizational and time-management skills with exceptional attention to detail and ability to prioritize
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 Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel); familiarity with event management tools such as Splash, Cvent, or Salesforce a plus
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 Ability to work flexible hours, including evenings and weekends, as required by event schedules
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 </ul>
 
 
 
 
 
 Please submit your resume to apply!
 
 
 
 
 
 
 
 You can use WorkGrades to collect and manage your references for free and share them with us or anyone else you choose by visiting workgrades.com/home/candidate. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early.
 
 
</div>

Bank of America

<div>Job Description:
The Asset‑Backed Securities (ABS) Banking team is seeking a highly organized and proactive Administrative Assistant to provide day‑to‑day administrative and business support in a fast‑paced Global Markets environment. This role supports senior bankers and their teams and requires strong attention to detail, sound judgment, and the ability to manage multiple priorities while maintaining a high level of professionalism.
 The ideal candidate is a self‑starter with excellent time‑management skills, strong communication abilities, and experience supporting front‑office or senior leadership teams within a financial services environment.
Key Responsibilities - Administrative &amp; Business Support<ul><li>
Provide comprehensive administrative support and calendar management for senior managers and multiple team members of the ABS Banking team, including groups of 15 or more professionals</li><li>
Coordinate internal and external meetings, conference calls, roadshows, and client-related logistics</li><li>
Manage expense reports, T&amp;E submissions, and related approvals in accordance with firm policies</li><li>
Assist with onboarding and offboarding processes, including coordination of system access, equipment requests, and new joiner logistics</li></ul><ul><li>
Support business management and operational routines, including maintaining distribution lists, organizational charts, and team documentation</li><li>
Partner with business managers, COOs, and support functions (e.g., Technology, Compliance, Risk, Legal, Operations) to address day‑to‑day administrative and workflow needs</li><li>
Assist with handling market data requests, subscriptions, and access coordination</li><li>
Maintain accurate records related to client meetings, travel, and internal reporting needs</li></ul><ul><li>
Act as a point of contact for internal partners and stakeholders on administrative matters</li><li>
Support preparation of materials for meetings, presentations, and internal forums</li><li>
Handle ad‑hoc projects and requests from senior team members as needed</li></ul>
Required Qualifications<ul><li>
6+ years of administrative or executive assistant experience, preferably within financial services (i.e., investment bank, hedge fund) or a fast‑paced corporate environment</li><li>
Strong organizational skills with the ability to manage multiple priorities and deadlines</li><li>
Excellent written and verbal communication skills</li><li>
High level of attention to detail and discretion when handling confidential information</li><li>
Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint)</li></ul>
Preferred Qualifications<ul><li>
Experience supporting front‑office, investment banking, or high-performing global markets teams</li><li>
Familiarity with CONCUR for corporate travel and expense management system</li><li>
Ability to work independently while collaborating effectively across teams</li></ul>
Key Competencies<ul><li>
Strong time management and prioritization</li><li>
Problem‑solving mindset and proactive approach</li><li>
Highly organized with a strong attention to detail</li><li>
Comfort operating in a fast‑paced, deadline‑driven environment</li><li>
Professional judgment and maturity</li></ul>
Role: Based in NYC, 5 days (M-F)
In the office
Shift:
1st shift (United States of America)
Hours Per Week:
40</div>

Global Mortgages & Securitized Products: Asset-Backed Securitization & Subscription Finance- Administrative Assistant III

White Alley LLC

Looking for a full time Administrative Assistant to work in small office of a real estate company.On site (not remote) 40 hrs/week, M-F. Either 9 -5 or 10-6 (to be determined)Must know WORD, EXCEL, OUTLOOK; and QuickBooks is helpful.Must be mature, patient and professional.Answer phones, AR/AP, working with leases, amendments, tenants, tenant security adjustments, brokers, sending flyers, filing &amp; scanning, emails, etc.Pay: $22.00 - $30.00 per hourBenefits:<ul><li>Health insurance</li><li>Paid time off</li></ul>Work Location: In person

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.

Green Key Resources

<div>
 
 International law firm is seeking an Administrative Assistant to support a high-level executive. Must have 3+ years of relevant experience including c-suite support. Law firm experience is required.
 
 
 
 
 
 Onsite Monday - Friday
 
 
 Hours: 9:30am - 5:30pm
 
 
 Salary range: 90k - 110k base plus OT + bonus eligible
 
 
 
 
 
 
 Responsibilities:
 
 
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 Manage complex calendars, coordinate meetings, and ensure seamless scheduling.
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 Prepare and process expense reports, including reconciliation of credit card transactions.
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 Track deadlines and proactively follow up on deliverables to ensure timely completion.
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 Assist in coordinating and executing special projects involving multiple stakeholders.
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 Maintain professionalism and responsiveness in all interactions.
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 Draft, proofread, and finalize documents, presentations, and correspondence.
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 Handle confidential and sensitive information with discretion and integrity.
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 Provide organizational support for events, meetings, and other firm activities.
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 Assist with miscellaneous tasks, including errands and addressing time-sensitive needs.
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 Collaborate with senior leadership on operational and strategic initiatives.
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 </ul>
 
 
 
 
 
 Requirements
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree preferred.
 </li>
 <li>
 Minimum of 3+ years of experience supporting C-suite executives in a law firm.
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 <li>
 Exceptional written and verbal communication skills, with strong attention to detail.
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 Demonstrated ability to manage multiple priorities in a dynamic environment.
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 Strong organizational and time management skills.
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 Proactive and resourceful approach to problem-solving and task management.
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 Availability outside regular hours to support urgent business matters when needed.
 </li>
 </ul>
</div>

Weill Cornell Medicine

<div>Title: Administrative Assistant
Location: Upper East Side
Org Unit: Student Life
Work Days:
Weekly Hours: 35.00
Exemption Status: Non-Exempt
Salary Range: $27.20 - $31.76
<ul><li>As required under NYC Human Rights Law Int 1208-2018 - Salary range for this role when Hired for NYC Offices</li></ul>
<div><div><div><h2 class="jobSectionHeader">
Position Summary</h2>
</div><div>Under supervision, provides operational, financial and administrative support to the office</div></div><div><div><h2 class="jobSectionHeader">
Job Responsibilities</h2>
</div><ul><li>Coordinates calendars and schedules appointments and meetings. Prioritizes requests for meetings and coordinates the necessary arrangements for meetings.
</li><li>Answers phones, responds to inquiries and triages calls to appropriate personnel.
</li><li>Responsible for travel and conference arrangements. Organizes itinerary, makes appropriate reservations for travel and accommodations.
</li><li>Responsible for procurement activities related to goods, services, and/or equipment as needed.
</li><li>Responsible for disbursement/reimbursement activities as needed.
</li><li>Maintains inventory of supplies, equipment and/or reagents. May order supplies/equipment/reagents as authorized or ensure that needs are escalated appropriately. Receives supply orders and confirms accuracy of delivery. May assist with cost control.
</li><li>Ensures that facilities and equipment are in optimal and proper working condition. Coordinates preventative maintenance and repairs as needed. May perform minor repairs if qualified and as needed. May advise on upgrades for performance enhancements.
</li><li>Coordinates room reservations and provides on-site support, including assistance with audiovisual equipment set up and refreshments, as needed.
</li><li>Initiates and prepares written correspondence as needed and based on functional needs.
</li><li>Records and distributes meeting minutes.
</li><li>Performs other related duties as assigned.
</li></ul></div><div><div><h2 class="jobSectionHeader">Education</h2>
</div><ul><li>High School Diploma
</li></ul></div><div><div><h2 class="jobSectionHeader">Experience</h2>
</div><div>Approximately 2 years of prior administrative support experience</div></div><div><div><h2 class="jobSectionHeader">
Knowledge, Skills and Abilities</h2>
</div><ul><li>Demonstrated proficiency with MS Office Suite and database applications.
</li><li>Ability to exercise standards of professionalism, including appearance, presentation and demeanor.
</li><li>Ability to demonstrate excellent customer service skills in person, via email and on the telephone.
</li><li>Demonstrated strong communication and interpersonal skills; demonstrated ability to interact with multiple constituencies and exercise &quot;people skills&quot;.
</li><li>Demonstrated organizational skills and ability to pay close attention to detail.
</li><li>Ability to multi-task and self-prioritize work.
</li></ul></div><div><div><h2 class="jobSectionHeader">Licenses and Certifications</h2>
</div></div><div><div><h2 class="jobSectionHeader">Working Conditions/Physical Demands</h2>
</div><div>Standard office work</div></div></div> 

Cornell welcomes students, faculty, and staff with diverse backgrounds from across the globe to pursue world-class education and career opportunities, to further the founding principle of &ldquo;any person, any study.&rdquo; No person shall be denied employment on the basis of any legally protected status or subjected to prohibited discrimination involving, but not limited to, such factors as race, ethnic or national origin, citizenship and immigration status, color, sex, pregnancy or pregnancy-related conditions, age, creed, religion, actual or perceived disability (including persons associated with such a person), arrest and/or conviction record, military or veteran status, sexual orientation, gender expression and/or identity, an individual&rsquo;s genetic information, domestic violence victim status, familial status, marital status, or any other characteristic protected by applicable federal, state, or local law.
Cornell University embraces diversity in its workforce and seeks job candidates who will contribute to a climate that supports students, faculty, and staff of all identities and backgrounds. We hire based on merit, and encourage people from historically underrepresented and/or marginalized identities to apply. Consistent with federal law, Cornell engages in affirmative action in employment for qualified protected veterans as defined in the Vietnam Era Veterans&rsquo; Readjustment Assistance Act (VEVRRA) and qualified individuals with disabilities under Section 503 of the Rehabilitation Act. We also recognize a lawful preference in employment practices for Native Americans living on or near Indian reservations in accordance with applicable law.</div>

Explore 504+ It administrative assistant in New York this May. Find roles across top companies and apply now to boost your career.

504 it administrative assistant jobs In New York

Administrative Assistant

Administrative Assistant

Global Mortgages & Securitized Products: Asset-Backed Securitization & Subscription Finance- Administrative Assistant III

Administrative Assistant

Administrative Assistant

Administrative Assistant

Administrative Assistant