administrative assistant

executive assistant

office manager

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administrative assistant (external agency staff) Jobs in New York

office assistant

Balsam Millwork

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

Office Assistant

The Montessori School of New York International

Job Overview We are seeking a dedicated and enthusiastic Office Assistant /Assistant Teacher to join our educational team five mornings a week. Must be warm, kind, caring, nurturing, and energetic as well as have good classroom management skills. Responsibilities include helping interview prospective families, and assisting with classroom art projects, singing, and reading stories, as well as helping to maintain the classroom as per guidelines. Willing to lovingly help feed and change the children, as well as help them nap. Ability to share a talent/hobby would be wonderful (Dance, yoga, drawing, art, French,macrame etc....) Background check required. Montessori experience ?Any talents to teach? (Yoga, chess, Light gymnastics, dance, juggling, piano, cooking, sewing, etc. ?)Responsibilities<ul><li>Assist the lead teacher in preparing instructional materials and classroom activities.</li><li>Support students in their learning by providing individualized attention and encouragement.</li><li>Help maintain an organized and clean classroom environment conducive to learning.</li><li>Manage classroom behavior by implementing established rules and procedures.</li><li>Communicate effectively with students, parents, and staff regarding student progress and needs.</li><li>Participate in staff meetings, training sessions, and professional development opportunities.</li><li>Perform clerical duties such as maintaining student records, managing schedules, and coordinating activities.</li></ul>Qualifications<ul><li>Previous experience in an educational setting is preferred but not required.</li><li>Strong organizational skills to manage classroom tasks efficiently.</li><li>Proficiency in office management tasks including clerical duties and calendar management.</li><li>Ability to work collaboratively as part of a team while also demonstrating initiative as a personal assistant when needed.</li><li>A passion for education and a commitment to fostering a positive learning environment for all students.</li></ul>Job Type: Part-timePay: From $20.00 per hourWork Location: In person

Office Assistant/ Assistant Teacher

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>

Administrative Assistant

Pediatric Dental Office - Midtown Manhattan

Job Overview We are seeking a dedicated and detail-oriented Dental Assistant/Receptionist to join our dynamic dental practice. The ideal candidate will possess a strong background in dental office operations, patient care, and administrative support. This role offers an exciting opportunity to contribute to a welcoming environment where patient service and clinical efficiency are prioritized. If you are looking for a career with an opportunity to do meaningful work this might be the dental office for you :)Duties<ul><li>Greet patients warmly</li><li>Assist dental practitioners during procedures by preparing treatment rooms, sterilizing instruments, taking x-rays in children and teenagers , I-tero scanning, alginate impressions, ortho adjustments and assisting the dentist during procedures among others.</li><li>Support clinical operations and perform insurance verification and coverage</li><li>Ensure compliance with all safety protocols related to infection control, HIPAA privacy standards, and OSHA guidelines while maintaining a clean clinical environment.</li></ul>Qualifications<ul><li>Three or more years of experience in a dental office settings with familiarity in dental terminology and clinical procedures such as taking x-rays, alginate impressions, assisting 4-handed dentistry and willing to learn and grow with us.</li><li>Experience in orthodontics is highly valued.</li><li>Exceptional customer service skills with the ability to communicate effectively</li></ul>If you are upbeat &amp; enjoy having fun while working, this might be the right position for you. Email us today!Benefits:<ul><li>401(k) matching</li><li>Dental insurance</li><li>Health insurance</li><li>Paid time off</li></ul>Work Location: In personPay: $23.00 - $28.00 per hourBenefits:<ul><li>401(k) matching</li><li>Dental insurance</li><li>Health insurance</li><li>Paid time off</li></ul>Work Location: In person

Dental Assistant/Receptionist

AdaptHealth

<div>Description:

Position Summary:
The Senior Executive Assistant (EA), C Suite &amp; Office Operations Manager provides high level executive support to multiple C Suite leaders while overseeing the daily operations of AdaptHealth&rsquo;s NYC Executive Office. This role blends advanced administrative leadership with operational management, ensuring the executive workplace functions efficiently, professionally, and in alignment with organizational priorities. The EA serves as a central coordination point for executive needs, office logistics, vendor relationships, and cross functional communication. Operating in a fast paced, high visibility environment, this position requires exceptional judgment, proactive problem solving, and the ability to manage complex priorities with discretion. This role is a hybrid position; in person in the NYC Executive Office based on business need. Reports to the Senior Executive Assistant, CEO Office.
Essential Functions and Job Responsibilities:
Executive Support<ul><li>
Lead complex calendar and priority management across multiple C Suite executives, ensuring alignment, efficiency, and readiness for all commitments.</li><li>
Act as the primary liaison for internal and external inquiries, exercising exceptional professionalism, confidentiality, and judgment.</li><li>
Prepare, refine, and organize briefing documents, executive summaries, presentations, and strategic materials.</li><li>
Proactively anticipate needs, resolve scheduling challenges, and ensure executives are equipped with the necessary information and resources.</li><li>
Maintain organized executive files and workflows to support seamless operations.</li></ul>
Office Operations Management<ul><li>
Oversee day to day operations of the NYC Executive Office, ensuring a professional, efficient, and well supported workspace.</li><li>
Manage vendor relationships&mdash;including facilities, IT support, building management, catering, and office services&mdash;and ensure quality execution of service agreements.</li><li>
Maintain office supply inventory, oversee procurement, and manage budget-conscious purchasing decisions.</li><li>
Serve as the on site operational lead, coordinating timely solutions to office, facility, or workspace issues.</li><li>
Oversee logistics for onsite visitors, new hires, and traveling executives, ensuring workspace readiness and a positive guest experience.</li><li>
Support compliance with facility and security requirements, including access coordination and building protocols.</li></ul>
Collaboration &amp; Communication<ul><li>
Serve as a key liaison between C Suite executives, internal teams, board members, and external partners, ensuring accurate and timely communication of priorities.</li><li>
Draft and route correspondence, manage follow ups, and maintain alignment across executive stakeholders.</li><li>
Partner closely with the Senior Executive Assistant and broader EA team to ensure integrated and consistent support across the C Suite.</li></ul>
Meeting &amp; Event Coordination<ul><li>
Coordinate leadership and cross functional meetings, including agenda creation, material preparation, minutes capture, and action item tracking.</li><li>
Organize and support NYC-based executive events, leadership sessions, and onsite programming.</li><li>
Assist with board meeting preparation, including materials, logistics, and scheduling.</li></ul>
Travel &amp; Expense Management<ul><li>
Arrange domestic and international travel&mdash;including flights, accommodations, ground transportation, and detailed itineraries&mdash;for multiple C Suite leaders.</li><li>
Ensure timely and compliant submission, reconciliation, and tracking of executive expenses.</li></ul>
Project Support<ul><li>
Support special projects through research, data collection, analysis, and report preparation.</li><li>
Track milestones, deadlines, and project deliverables to ensure timely progress and follow through.</li><li>
Maintain adherence to regulatory and privacy requirements, including HIPAA compliance.</li><li>
Maintains patient confidentiality and functions within the guidelines of HIPAA.</li><li>
Completes assigned compliance training and other education programs as required.</li><li>
Maintains compliance with AdaptHealth's Compliance Program.</li><li>
Performs other related duties as assigned.</li></ul>
Competency, Skills and Abilities:<ul><li>
Exceptional organizational and time management skills</li><li>
Strong written/verbal communication; proficiency in Microsoft Office Suite</li><li>
High discretion, multitasking under pressure, analytical problem-solving</li><li>
Proactive, adaptable in fast-paced settings</li><li>
Leadership-oriented, resourceful and capable of navigating ambiguity</li><li>
Results-driven, committed to continuous improvement</li></ul>
Requirements:

Education and Experience Requirements:<ul><li>
Bachelor's degree in Business Administration, Communications, or related field preferred</li><li>
Minimum 5 years executive assistant experience, preferably healthcare/corporate</li></ul>
Physical Demands and Work Environment:<ul><li>
Work environment may be stressful at times, as overall office activities and work levels fluctuate</li><li>
Must be able to bend, stoop, stretch, stand, and sit for extended periods of time</li><li>
Subject to long periods of sitting and exposure to computer screen</li><li>
Ability to perform repetitive motions of wrists, hands, and/or fingers due to extensive computer use</li><li>
Must be able to lift 30 pounds as needed</li><li>
Excellent ability to communicate both verbally and in writing</li><li>
May be exposed to angry or irate customers or patients</li></ul></div>

Senior Executive Assistant, C-Suite & Office Operations Manager

Reliable Forklift Sales

Job Overview Reliable Forklift Sales, a leading distributor of machinery and equipment, is seeking a highly organised and proactive Remote Virtual Assistant to join our dynamic team. We specialise in the sales, rentals, and service of forklifts and material handling products, providing essential solutions to a wide range of industries across North America. This is a Full-Time, fully remote position for a detail-oriented individual who will provide comprehensive administrative support to ensure our operations run smoothly. We are looking for a self-motivated professional who thrives in a remote environment and is committed to delivering exceptional support. The successful candidate will play a crucial role in enhancing our team's productivity and efficiency. Employment Type: Full-Time Location: Remote (United States) Salary: $19 - $26 per hour (USD) Responsibilities As a Remote Virtual Assistant, you will be responsible for a variety of administrative and operational tasks. Your key duties will include: * Managing and organising calendars, scheduling appointments, and coordinating meetings for senior staff. * Handling email correspondence, filtering enquiries, and responding promptly and professionally. * Preparing and editing reports, presentations, and other business documents with a high degree of accuracy. * Performing data entry, maintaining customer relationship management (CRM) systems, and ensuring databases are up to date. * Providing general administrative support to our sales and service departments as required. * Conducting online research to gather information for various projects and business development initiatives. * Assisting with the coordination of virtual events and team communications. Qualifications The ideal candidate will possess the following skills and experience: * Proven experience working as a Virtual Assistant, Administrative Assistant, or in a similar role. * Exceptional organisational and time-management skills with the ability to prioritise tasks effectively. * Excellent written and verbal communication skills. * High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace. * Experience with online collaboration tools such as Slack, Zoom, or Microsoft Teams. * Ability to handle confidential information with discretion and professionalism. * A reliable high-speed internet connection and a suitable home office setup. * (Desirable) Previous experience in the industrial equipment or machinery industry is an advantage but not essential. Benefits We value our employees and are pleased to offer a supportive and rewarding work environment, which includes: * A competitive hourly rate. * The flexibility and convenience of a fully remote working arrangement. * Opportunities for professional growth and development within a leading organisation. * A collaborative and positive team culture. * Access to the latest technology and tools to perform your role effectively.

Remote Virtual Assistant

The Mom Project

<div>
 🔹
 
 Senior Personal Assistant to Founder
 
 
 
 Midtown Manhattan | In-Person | 35-45 Hours Weekly
 
 
 A business owner and Doctor is seeking a seasoned and highly organized Senior Personal Assistant to manage complex personal logistics in a high-performance founder environment.
 
 
 This is a structured, in-person role requiring discretion, strong executive functioning, and independent decision-making within defined guidelines. The position reports to the Executive Assistant (once appointed).
 
 
 ⸻
 
 
 Role Expectations
 
 
 This position requires emotional steadiness, professional maturity, and sound judgment. The ideal candidate is able to operate effectively in fast-paced environments, receive direct feedback without defensiveness, and maintain discretion while working closely with a founder. The ability to remain composed, self-directed, and solution-oriented is essential.
 
 
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 Key Responsibilities
 
 
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 Advanced calendar stewardship with proactive planning
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 Domestic and international travel coordination
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 Medical and wellness appointment logistics
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 Vendor and household coordination
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 Wardrobe and personal service scheduling
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 Personal administrative management (mail, purchasing, seasonal organization)
 </li>
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 Seamless coordination with Executive Assistant
 
 
 </li>
 </ul>
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 Required Experience
 
 
 
 <ul>
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 4+ years supporting a founder, executive, physician, or high-responsibility principal
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 Experience managing complex calendars and travel
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 Demonstrated discretion and professionalism
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 Strong written and verbal communication
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 High digital fluency (Google Workspace, iOS systems)
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 Stable work history
 
 
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 Compensation
 
 
 
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 Base salary: $55,000 annually
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 Health insurance
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 Quarterly performance bonuses (up to $5,000 per quarter)
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 Structured compensation review at 12 months
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 Paid holidays and defined PTO
 
 
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 </ul>
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 To Apply
 
 
 Submit r&eacute;sum&eacute; and complete required screening questions.
 
 
 Serious applicants only.
</div>

Personal Assistant to Founder (In-office, NYC))

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