administrative assistant Jobs in New York

administrative assistant

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office manager

senior administrative assistant Jobs in New York

senior administrative assistant

executive assistant and office manager Jobs in New York

executive assistant and office manager

office coordinator

Gracious Hospitality Management

<div><div>Gracious Hospitality Management is first and foremost an outstanding hospitality company that conceptualizes Michelin-starred and James Beard nominated restaurants. We focus on both passion and profitability. We are professionals committed to ensuring exceptional hospitality and service to our customers. GHM has been honored with receiving a Michelin star eight years in a row for its restaurants Piora, Cote Korean Steakhouse &amp; COTE Miami.</div>
The Office Coordinator is responsible for maintaining a clean, organized, and meeting ready environment throughout the day. This role ensures that the corporate workspace reflects the company's standards of excellence, professionalism, and gracious hospitality.

The ideal candidate takes pride in details, anticipates needs before they arise, and understands that a well-maintained office directly impacts team productivity and morale. 


Essential Job Duties &amp; Responsibilities:

Job duties and responsibilities include, but are not limited to the following:

Office Cleanliness
<ul>
<li>Maintain cleanliness and order in all common areas including kitchen, conference rooms, restrooms, copy areas, and shared workspaces.</li>
<li>Reset and refresh meeting rooms throughout the day (wipe surfaces, organize chairs, remove trash, restock materials).</li>
<li>Monitor and replenish office supplies, paper goods, and pantry items as needed.</li>
<li>Ensure kitchen areas are clean, dishes are managed, and appliances are wiped down regularly.</li>
<li>Take out trash and recycling as needed throughout the day.</li>
<li>Conduct periodic walkthroughs to proactively identify areas needing attention.</li>
<li>Coordinate with building management and cleaning vendors for deep cleaning or maintenance needs.</li>
</ul><h3 class="jobSectionHeader">Office Operations Support</h3>
<ul><li>Receive and distribute mail and packages.</li>
<li>Maintain office security: changing codes, security cameras, etc.</li>
<li>Manage inventory and ordering for office supplies, including but not limited to (healthy) snacks, coffee, tea, glassware, note pads, desk supplies, printer ink, etc.</li>
<li>Repairs and general upkeep of facilities &amp; tracking progress, including monitoring AC/Heating and HVAC systems, assistance with upgrades and renovations, managing cleaning service, etc.</li>
<li>Assist with vendor deliveries and supply organization.</li>
<li>Support setup and breakdown for team meetings, training, and events.</li>
<li>Maintain storage areas in an orderly and accessible manner.</li>
<li>Submit maintenance requests and track completion.</li>
<li>Log all transactions into Ramp</li>
</ul><h3 class="jobSectionHeader">Administrative &amp; Team Support</h3>
<ul><li>Maintain and update Office Manual</li>
<li>Support People &amp; Culture or Operations with internal initiatives when needed.</li>
<li>Help coordinate small in-office celebrations or team moments.</li>
<li>Perform administrative tasks including, but not limited to:</li>
<li><ul><li>Prepare conference rooms for meetings</li>
<li>Draft letters, emails, thank you notes, etc.</li>
<li>Receive deliveries and shipping, tracking, managing, executing, etc.</li>
<li>Oversee office gifting needs: ordering supplies and associated shipping.</li> 
</ul></li>
</ul>Standards:
<ul>
<li>Upholds GHM's mission to delight our customers.</li>
<li>Consistently performs actions that positively impact the customer experience, and identifies opportunities to delight in all planning and processes.</li>
<li>Display knowledge of the brand, culture, and product.</li>
<li>Demonstrate the Company's core values of people, learning, culture, relationships, sustainability, and stewardship.</li>
<li>Maintain professional and respectful behavior when in contact with guests, management, and teammates.</li>
<li>Present a polished personal appearance, adhering to company grooming standards outlined in the Employee Handbook.</li>
<li>Adhere to all company policies and procedures outlined in handbooks, manuals, and other company documents.</li>
<li>Attend and participate in all scheduled meetings, training sessions, and continuing education activities.</li>
<li>Take care of all company property.</li>
<li>Maintain safety standards.</li>
<li>Comply with federal, state, and local laws and regulations.</li></ul> 


Qualifications:
<ul>
<li>Highly organized with strong attention to detail.</li>
<li>Self-starter with the ability to work independently and prioritize tasks.</li>
<li>Strong sense of ownership and accountability.</li>
<li>Professional demeanor with a service-oriented mindset.</li>
<li>Ability to lift up to 25 lbs and be on feet for extended periods.</li>
<li>Must be reachable by email and able to communicate via phone as well.</li>
<li>Availability to support urgent matters on nights and weekends, as needed.</li>
<li>Working knowledge of commonly utilized office equipment and practices (printers, copiers, scanners, fax machines, calendar invites, call forwarding, etc.).</li>
<li>Ability to perform job duties and responsibilities well, adapt, and maintain professionalism, composure, and sound judgment under pressure in a fast-paced, often changing, and at times stressful environment.</li>
<li>Ability to maintain strict confidentiality of company data and exercise discretion.</li>
<li>Ability to work on-site at GHM head office (35 E 19th Street, New York, NY 10003).</li>
<li>Proficiency with Adobe Acrobat.</li>
<li>Proficiency in appointment scheduling software.</li>
<li>Excellent editing and proofreading skills.</li>
<li>A pleasant attitude and ability to exercise tact, courtesy, ethics, and maintain positive working relationships in all interactions.</li></ul> 


Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential job duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform those essential functions.

While performing the essential duties of this job, the employee is regularly required to:
<ul>
<li>Lift and carry up to 25 pounds.</li>
<li>Sit or stand for prolonged periods at a desk while working on a computer.</li>
<li>May be asked to travel to visit vendors or different company locations.</li>
<li>Stand for prolonged periods at a work station.</li>
</ul><div><div>Benefits (with variation for full-time/part-time employment):</div>
<ul><li>Structured, generous compensation for all positions</li>
<li>Comprehensive Medical, Dental, and Vision benefits</li>
<li>Flexible Spending Account/Health Savings Account</li>
<li>Commuter Benefits</li>
<li>Referral Bonus Program</li>
<li>Career Advancement Opportunities</li>
<li>Employee Recognition Awards</li>
<li>Paid Time Off</li>
</ul>
Gracious Hospitality Management fully complies with all applicable federal, state, and local anti-discrimination laws by providing equal employment opportunities to all employees and job applicants without regard to race, color, religion, sex (including pregnancy, childbirth, and related medical conditions, sexual orientation, or gender identity), national origin, age (40 or older), disability, and genetic information (including family medical history), or any other legally protected status.

Applicants requiring a reasonable accommodation to perform the essential functions of the job should contact the Human Resources department at people@gracioushm.com.</div></div>

Office Coordinator

Vanguard Group Staffing, Inc.

<div>
 
 
 
 TEMPORARY, POSSIBLE TEMP TO HIRE POSITION IN MIDTOWN MANHATTAN
 
 
 
 
 
 
 
 We are seeking a dedicated and experienced Office Coordinator to assist our NYC operations. The ideal candidate will have a strong background in the construction industry, with a focus on delivering exceptional support to our employees.
 
 
 
 
 
 Key Responsibilities:
 
 
 
 Administrative Management:
 
 
 <ul>
 <li>
 Manage day-to-day office operations including filing systems, correspondence, phone calls, and scheduling meetings.
 </li>
 <li>
 Maintain office supplies and equipment, ensuring proper inventory levels.
 </li>
 </ul>
 
 
 
 
 
 Project Documentation and Reporting:
 
 
 <ul>
 <li>
 Create and maintain project files, including contracts, permits, change orders, and invoices (AIAs)
 </li>
 <li>
 Track project timelines, budgets, and milestones, generating regular progress reports.
 </li>
 <li>
 Prepare and submit required paperwork to clients, subcontractors, and regulatory agencies.
 </li>
 </ul>
 
 
 
 
 
 Financial Management:
 
 
 <ul>
 <li>
 Process and pay invoices from subcontractors and vendors, verifying accuracy against project budgets.
 </li>
 <li>
 Generate client invoices and track payments.
 </li>
 <li>
 Assist with project cost analysis and budget monitoring.
 </li>
 </ul>
 
 
 
 
 
 Human Resources Support
 
 :
 
 <ul>
 <li>
 Prepare and process Union Payroll
 </li>
 <li>
 Prepare New Hire paperwork, complete I-9 verifications and schedule drug screenings.
 </li>
 <li>
 Coordinate and process employee onboarding, timekeeping, and payroll processing.
 </li>
 </ul>
 
 
 
 
 
 Required Skills and Qualifications:
 
 
 <ul>
 <li>
 
 Must have experience processing Union Payroll.
 
 </li>
 <li>
 Strong written and verbal communication to interact with clients, subcontractors, and internal teams.
 </li>
 <li>
 
 Must have
 
 in construction project management software,
 
 JD Edwards, and Microsoft Office
 
 Suite.
 </li>
 </ul>
 
 
</div>

Office Manager

Expert Dental

<div><div><div>Benefits:</div>
<ul><li>401(k)</li>
<li>Competitive salary</li>
<li>Dental insurance</li>
<li>Employee discounts</li>
<li>Health insurance</li>
<li>Paid time off</li>
</ul></div><div><div>Busy, modern, high-end, multi-specialty dental office with two locations in Manhattan (Midtown and Tribeca) looking to add a Treatment Coordinator to join our team. We are looking for someone who is responsible, reliable, punctual, and a team player. Candidate must have experience in the dental field. 
</div><div>What we are looking for: 
</div><ul><li>Minimum 2-year dental office experience.</li></ul> 
<ul><li>Must be familiar with Dentrix Enterprise or regular Dentrix functionalities, including financial ledger, treatment planning, insurance billing and coding, clinical charting, office resource setup and appointment schedule management.</li></ul> 
<ul><li>Strong knowledge of multi specialty large dental group operations and procedures, including billing, coding, PPO and HMO insurance plans.,</li></ul> 
<ul><li>Ability to effectively manage and prioritize multiple tasks and responsibilities.</li></ul> 
<ul><li>Prior experience working as a treatment coordinator for prosthodontics or general restorative dentistry.</li></ul> 
<ul><li>Experience with one or more dental specialties such as oral surgery, endo, perio or ortho is a plus.</li></ul> 
<ul><li>Computer Literacy, i.e., proficient with basic applications including MS Outlook, Word, Excel, and Dentrix.</li></ul> 
<ul><li>Willing to take personal ownership of the practice by being a positive role model as a leader.</li></ul> 
<ul><li>Highly functioning and ability to multitask in a fast-paced environment while maintaining a professional yet friendly demeanor with patients, as well as with doctors, and fellow team members.</li></ul> 
<div>Work schedule: FT - Saturdays and/or Sundays a must. 
</div><div>We are open: 
Mon - Thurs 9am - 7pm 
Fri, Sat &amp; Sun 9am - 6pm 
</div><div>Once a schedule is mutually agreed on, it is expected to be consistent.</div></div></div>

Dental Treatment Coordinator (Must Have Dental Experience)

Patient Care Coordinator

Pride Health

<div>
 
 
 About Us
 
 
 
 Pride Health is a minority-owned healthcare staffing firm that connects skilled clinical and non-clinical professionals with leading hospitals and healthcare organizations nationwide. As part of Pride Global, we deliver flexible workforce solutions while supporting quality patient care and career growth for healthcare professionals.
 
 
 
 
 
 
 Job Summary
 
 
 
 The Administrative Coordinator is responsible for supporting administrative and office operations, including purchasing, payroll, records management, and human resources functions. This role may oversee 1-2 administrative staff and typically reports to a department head, division leader, or higher-level executive.
 
 
 
 
 
 
 Key Responsibilities
 
 
 <ul>
 <li>
 Responds to routine inquiries and directs complex requests to appropriate departments.
 </li>
 <li>
 Assists in monitoring budgets and grant allocations; prepares necessary documentation for review and approval.
 </li>
 <li>
 Initiates and processes human resources and payroll transactions; generates weekly payroll submissions and coordinates with HR/payroll to resolve issues.
 </li>
 <li>
 Maintains office supplies and inventory; collaborates with Purchasing to ensure cost-effective procurement and contract renewals.
 </li>
 <li>
 Supports planning and logistics for meetings, conferences, seminars, and special events; prepares informational materials and distributes minutes.
 </li>
 <li>
 Develops and updates brochures, flyers, and other informational materials.
 </li>
 <li>
 Compiles data for reports, assembles statistical information, and ensures accuracy.
 </li>
 <li>
 Assists in grant applications, special projects, and survey preparations as needed.
 </li>
 <li>
 Provides guidance, training, and supervision to administrative staff; coordinates workloads and ensures performance standards are met.
 </li>
 <li>
 Performs additional administrative duties as assigned.
 </li>
 </ul>
 
 
 
 
 
 Required Skills &amp; Qualifications
 
 
 <ul>
 <li>
 Minimum 5 years of administrative or business experience; supervisory experience preferred.
 </li>
 <li>
 Proficient in Microsoft Office Suite (intermediate level).
 </li>
 <li>
 Strong adaptability, decision-making, and problem-solving skills.
 </li>
 <li>
 Excellent communication and collaboration abilities.
 </li>
 <li>
 Demonstrates quality orientation, initiative, and effective time management.
 </li>
 <li>
 Bachelor&rsquo;s Degree or equivalent combination of education and experience.
 </li>
 </ul>
 
 
 
 
 
 Location &amp; Schedule
 
 
 <ul>
 <li>
 Location: New York, NY
 </li>
 <li>
 Schedule: Monday&ndash;Friday, 7.5 hours/day, 37.5 hours/week
 </li>
 <li>
 Contract Duration: 3 months
 </li>
 </ul>
 
 
 
 
 
 Benefits
 
 
 
 Pride Health offers eligible employees comprehensive healthcare coverage (medical, dental, and vision), supplemental insurance (accident, critical illness, hospital indemnity), 401(k) retirement savings, life &amp; disability insurance, employee assistance program, legal support, auto and home insurance, pet insurance, and employee discounts with preferred vendors.
 
 
 
 
 
 
 EEO Statement
 
 
 
 Pride Health is an Equal Opportunity Employer. We are committed to creating an inclusive and diverse workplace and do not discriminate based on race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by federal, state, or local law.
 
</div>

Administrative Assistant

Mount Sinai Health System

<div>Description
The Patient Coordinator II is a senior level individual, responsible for initiating and establishing first direct contact with patients. Confirms and updates patient demographics and verifies insurance as necessary to ensure that patients have appropriate insurance for physician they are seeing. Takes a lead role among the Patient Coordinators, mentors and trains less experienced staff and assists in the oversight of the front desk and office activity in the absence of the Supervisor. 
Responsibilities<ul><li>
Greet patients either in person or via telephone, and update their insurance/demographics in the practice management system.</li><li>
rains and mentors less experienced Patient Coordinator and administrative staff and discusses issues of concern with Supervisor.</li><li>
Assure that physician accepts insurance that patients present with. If not already done prior to visit, verify insurance prior to patients arrival or at minimum at time of arrival before visit.</li><li>
Communicate with appropriate staff regarding patients arrival, and ensure that patients medical record is available for physician.</li><li>
Process/update HIPAA-related paperwork and other institutional forms as necessary.</li><li>
Collect or retrieve referrals or insurance authorizations as required.</li><li>
Review status of waiting room on a routine basis and ensure that patients are kept advised of wait times.</li><li>
Ensures that patient has paid co-pay or collects co-pay under direction of billing staff, providing patient with receipt following established cash-control processes.</li><li>
May schedule patient for follow-up appointment as needed. Provide patient with guidelines for requesting medical records, if necessary.</li><li>
May perform duty as liaison between Patient Coordinator Staff and Administrative Assistants in addressing patient concerns.</li><li>
Participates in customer service initiatives, patient satisfaction survey, ACD and appointment reporting.</li><li>
 Follow all HIPAA and any other governmental or state agency requirements regarding the appropriate handling of PHI documents.</li><li>
May participate and offer input into Performance Appraisal process with the Supervisor.</li><li>
Performs other related duties.</li></ul> 

Qualifications<ul>
<li>High School graduate/GED.</li>
<li>3 years secretarial/directly related experience in a medical practice environment.</li>
</ul>
Non-Bargaining Unit, 843 - Obs/Gyn Reproductive Science - ISM, Icahn School of Medicine 
Employer Description
Strength through Unity and Inclusion

The Mount Sinai Health System is committed to fostering an environment where everyone can contribute to excellence. We share a common dedication to delivering outstanding patient care. When you join us, you become part of Mount Sinai&rsquo;s unparalleled legacy of achievement, education, and innovation as we work together to transform healthcare. We encourage all team members to actively participate in creating a culture that ensures fair access to opportunities, promotes inclusive practices, and supports the success of every individual.

At Mount Sinai, our leaders are committed to fostering a workplace where all employees feel valued, respected, and empowered to grow. We strive to create an environment where collaboration, fairness, and continuous learning drive positive change, improving the well-being of our staff, patients, and organization. Our leaders are expected to challenge outdated practices, promote a culture of respect, and work toward meaningful improvements that enhance patient care and workplace experiences. We are dedicated to building a supportive and welcoming environment where everyone has the opportunity to thrive and advance professionally. Explore this opportunity and be part of the next chapter in our history.

About the Mount Sinai Health System:

Mount Sinai Health System is one of the largest academic medical systems in the New York metro area, with more than 48,000 employees working across eight hospitals, more than 400 outpatient practices, more than 300 labs, a school of nursing, and a leading school of medicine and graduate education. Mount Sinai advances health for all people, everywhere, by taking on the most complex health care challenges of our time &mdash; discovering and applying new scientific learning and knowledge; developing safer, more effective treatments; educating the next generation of medical leaders and innovators; and supporting local communities by delivering high-quality care to all who need it. Through the integration of its hospitals, labs, and schools, Mount Sinai offers comprehensive health care solutions from birth through geriatrics, leveraging innovative approaches such as artificial intelligence and informatics while keeping patients&rsquo; medical and emotional needs at the center of all treatment. The Health System includes more than 9,000 primary and specialty care physicians; 13 joint-venture outpatient surgery centers throughout the five boroughs of New York City, Westchester, Long Island, and Florida; and more than 30 affiliated community health centers. We are consistently ranked by U.S. News &amp; World Report's Best Hospitals, receiving high &quot;Honor Roll&quot; status, and are highly ranked: No. 1 in Geriatrics, top 5 in Cardiology/Heart Surgery, and top 20 in Diabetes/Endocrinology, Gastroenterology/GI Surgery, Neurology/Neurosurgery, Orthopedics, Pulmonology/Lung Surgery, Rehabilitation, and Urology. New York Eye and Ear Infirmary of Mount Sinai is ranked No. 12 in Ophthalmology. U.S. News &amp; World Report&rsquo;s &ldquo;Best Children&rsquo;s Hospitals&rdquo; ranks Mount Sinai Kravis Children's Hospital among the country&rsquo;s best in several pediatric specialties. The Icahn School of Medicine at Mount Sinai is ranked No. 11 nationwide in National Institutes of Health funding and in the 99th percentile in research dollars per investigator according to the Association of American Medical Colleges. Newsweek&rsquo;s &ldquo;The World&rsquo;s Best Smart Hospitals&rdquo; ranks The Mount Sinai Hospital as No. 1 in New York and in the top five globally, and Mount Sinai Morningside in the top 20 globally.

Equal Opportunity Employer

The Mount Sinai Health System is an equal opportunity employer, complying with all applicable federal civil rights laws. We do not discriminate, exclude, or treat individuals differently based on race, color, national origin, age, religion, disability, sex, sexual orientation, gender, veteran status, or any other characteristic protected by law. We are deeply committed to fostering an environment where all faculty, staff, students, trainees, patients, visitors, and the communities we serve feel respected and supported. Our goal is to create a healthcare and learning institution that actively works to remove barriers, address challenges, and promote fairness in all aspects of our organization. 
Compensation
The Mount Sinai Health System (MSHS) provides salary ranges that comply with the New York City Law on Salary Transparency in Job Advertisements. The salary range for the role is $17.2905 - $32.7746 Hourly. Actual salaries depend on a variety of factors, including experience, education, and operational need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.</div>

Patient Coordinator II-The Carolyn Rowan Center for Women's Health and Wellness

LTIMindtree

<div>Role description 
We are seeking a Department Coordinator to support multiple department function and leads. The role requires someone with integrity a desire to be a righthand to forge professional partnerships with dynamic executives&rsquo; teams. Our ideal candidate is upbeat flexible poised as well as confident when working with clients&rsquo; senior leaders and coworkers in a professional approachable and positive manner. The ability to multitask effectively is a must 


Your Day-to-day
<ul>
<li>Coordinate high level meetings and events for the New York office and other locations as needed including scheduling agenda preparation gathering and coordinating presentation assets logistics space planning and catering for both internal and external meetings</li>
<li>Attend meetings as required to distribute agendas capture accurate meeting minutes and document action items</li>
<li>Track action items follow-ups and deadlines proactively recommend next steps to ensure timely completion</li>
<li>Oversee and manage organization wide communications through designated Slack channels and email distribution lists</li>
<li>Serve as the primary point of contact for department specific coordination including conference room reservations Mission Gratitude initiatives and birthday shoutouts</li>
<li>Partner closely with Department Executive Assistants and other administrative professionals to support cross functional initiatives</li>
<li>Conduct research on specialized or ad hoc topics to support departmental and organizational needs</li>
<li>Build and maintain an internal network of Executive Assistants Coordinators Facilities and other key stakeholders</li>
<li>Identify opportunities to improve administrative processes communication workflows and meeting efficiency</li>
<li>Copy scan file track and maintain business documents and communications with a high degree of accuracy and confidentiality</li>
<li>Perform additional duties and responsibilities as assigned</li></ul> 


Qualifications

What you bring to the team

You have
<ul>
<li>Bachelor&rsquo;s degree or equivalent training and experience</li>
<li>Technically savvy with 3 years administrative experience</li>
<li>Experience working with teams focusing on creative and production</li>
<li>Proficient in Gmail other Google products and Microsoft Office suite</li>
<li>Highly organized self-starter with ability to prioritize multiple tasks at once</li>
<li>Strong analytical and interpersonal skills that thrives in a fast-paced team setting</li>
<li>Skilled in working in both a team environment as well as independently</li></ul> 


You might also have
<ul>
<li>Experience and good understanding of the digital TV and dotcom world</li>
<li>Interest in brand and partnership growth marketing</li>
<li>Experience in media entertainment or production environment</li>
</ul> 
Skills 
Mandatory Skills : Administrative exp, MS Suite, coordination, catering meetings 
Benefits 
Compensation range: $35,000.00 to $38,000.00 per year 
About LTM 
LTM is an AI-centric global technology services company and the Business Creativity partner to the world&rsquo;s largest and most disruptive enterprises. We bring human insights and intelligent systems together to help clients create greater value at the intersection of technology and domain expertise. Our capabilities span integrated operations, transformation, and business AI &mdash; enabling new ways of working, new productivity paradigms, and new roads to value. Together with over 87,000 employees across 40 countries and our global network of partners, LTM &mdash; a Larsen &amp; Toubro company &mdash; owns business outcomes for our clients, helping them not just outperform the market, but to Outcreate it. Please also note that neither LTM nor any of its authorized recruitment agencies/partners charge any candidate registration fee or any other fees from talent (candidates) towards appearing for an interview or securing employment/internship. Candidates shall be solely responsible for verifying the credentials of any agency/consultant that claims to be working with LTM for recruitment. Please note that anyone who relies on the representations made by fraudulent employment agencies does so at their own risk, and LTM disclaims any liability in case of loss or damage suffered as a consequence of the same. Recruitment Fraud Alert - https://www.ltimindtree.com/recruitment-fraud-alert/</div>

Office Administrator / Department Coordinator

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