administrative assistant

office manager

executive assistant

administrative assistant (external agency staff) Jobs in New York

executive administrative assistant Jobs in New York

executive administrative assistant

office manager executive assistant

Carters Inc.

<div>
 
 Serving the needs of all families with young children,
 
 Carter&rsquo;s Inc. is the largest North American apparel retailer exclusively for babies and young children, encompassing Carter&rsquo;s, OshKosh B&rsquo;gosh, Skip*Hop and Little Planet brands. Meaningful work, constant learning, genuine people, and a community guided by core values that promote inclusion and innovation is in everything we do. There are many reasons to build your career at Carter's.
 
 
 
 How You&rsquo;ll Make An Impact
 
 
 
 This role typically reports to the VP, GM Skip Hop and is based in our NYC office on-site 4 days/week (Mon-Thurs).
 
 
 
 50%: Office Operations
 
 
 
 <ul>
 <li>
 Point person on all office operation needs (i.e. project/construction management, repairs, maintenance, improvements, processes), working with IT, HR and facilities
 </li>
 <li>
 Leads project management responsibilities and on-site support of construction and other office projects as needed
 </li>
 <li>
 Build and maintain relationships with vendors, building staff and management to ensure office safety and prompt response to office needs (fire safety, mail and delivery process, office security)
 </li>
 <li>
 Oversees the general wellbeing of the office, maintains organization, and coordinates with relevant teams to address any issues
 </li>
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 Maintains kitchen and office supplies including ordering and storing
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 Coordinate and lead any internal office moves and office set-ups for guests (specifically visiting executives)
 </li>
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 Acts as the liaison with external cleaning service to ensure service is meeting expectations
 </li>
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 Provide front desk reception service (greeting guests and answering phones) as needed
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 Manage badge and QR code process for employees and visitors
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 Misc. operational support to the office
 </li>
 <li>
 Create shipping labels for all outgoing product samples and packages
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 Receive all incoming packages and ensures appropriate team is notified
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 Is the lead for all trade show sample shipments
 </li>
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 Liaise with shipping carrier, ensures on-time arrival and pickups at destination
 
 
 </li>
 </ul>
 
 40%: Executive Assistant
 
 
 
 <ul>
 <li>
 Manage Vice President calendar including the executive office calendar between Carter&rsquo;s and Skip Hop teams
 </li>
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 Plan, prioritize and organize high volume of day-to-day activities, increasing efficiency for the Vice President
 </li>
 <li>
 Process all expenses including all executive team travel and SAP invoicing (building expenses, office supplies, cleaning services, and contractors)
 </li>
 <li>
 Arrange meetings, coordinate special events, and prepare agendas to increase executive visibility at all levels within the organization (i.e. huddles, department meetings, town halls, coffee chats, trainings and holiday celebrations)
 </li>
 <li>
 Coordinate with Carter&rsquo;s Headquarters Office in Atlanta to manage executive meetings and visits
 </li>
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 Manage remote meetings and build relationships with Atlanta based departments
 </li>
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 Support customer meetings, including managing food, room requirements and greeting as needed
 </li>
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 Manage the contingent workforce process including processing contracts and managing expenses
 
 
 </li>
 </ul>
 
 10%: Misc. Administrative
 
 
 
 <ul>
 <li>
 Schedule candidate interviews (and candidate travel, as needed)
 </li>
 <li>
 Manage and follow through on candidate expense reimbursement
 </li>
 <li>
 Assist with planning and execution of employee engagement events
 </li>
 <li>
 Maintain company organizational charts and employee photos
 
 
 </li>
 </ul>
 
 WE&rsquo;D LOVE TO HEAR FROM YOU IF: Must have:
 
 
 
 <ul>
 <li>
 Strong organizational skills including the ability to perform and prioritize multiple tasks simultaneously with excellent attention to detail Ability to operate independently
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 Ability to work autonomously with minimal direction and meet deliverables in a fast-paced environment
 </li>
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 5+ years administrative experience supporting the Vice President level
 </li>
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 Excellent verbal and written communication skills
 </li>
 <li>
 Strong, intermediate skills in MS Office - Word, Excel, PowerPoint and Outlook - Ability to handle confidential and sensitive information in a professional manner
 </li>
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 Anticipates needs with a strong sense of initiative and high level of customer service
 </li>
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 Ability to lift and/or carry up to 20+ lbs; pulling or pushing of carts and boxes when necessary
 
 
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 </ul>
 
 Preferred Skills And Experience
 
 
 
 <ul>
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 Previous experience supporting a remote satellite office or consumer goods/ wholesale environment
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 Previous successful experience supporting a team
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 Domestic and international travel planning experience preferred
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 Strong project management skills
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 Creative thinking and the ability to find innovative solutions
 
 
 </li>
 </ul>
 
 Make a Career At Carter&rsquo;s
 
 
 
 <ul>
 <li>
 Career Development: Success starts from within, and we have several paths from which you can choose to enhance your career evolution. From Carter&rsquo;s University to Toastmasters to mentorship programs and more,
 
 
 </li>
 </ul>
 we encourage you to utilize these tools to elevate your professional prowess.
 
 
 NOTE: This job description is not intended to be all-inclusive. The duties described may be changed or reassigned at the discretion of management, and the employee may be required to perform duties that are not listed in the
 
 
 
 Job Description.
 
 
 
 Compensation for this position ranges from $80,000-$85,000 based on skills and experience.
 
 
 
 Carters is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity, sexual orientation, national origin, genetics, disability, age, veteran status, or any other status protected by federal, state, or local law.
 
</div>

Office Administrator / Executive Assistant

Withum Wealth Company

Administration and Accounts Executive Job Overview Withum Wealth Company is seeking a diligent and organised Administration and Accounts Executive to join our dynamic team. This is a remote role with flexible **full-time or part-time** opportunities available, based in **New York, United States**. At Withum, we are guided by 'The Withum Way', a philosophy rooted in integrity, trust, and transparency, which shapes how we serve our clients and support our team. The ideal candidate will be a proactive professional responsible for providing comprehensive administrative and financial support, contributing directly to our mission of delivering a world-class client experience. The successful candidate will receive a competitive hourly rate of $20 - $33 USD, commensurate with experience. Responsibilities As an Administration and Accounts Executive, you will be integral to the smooth operation of our business. Your key duties will include: * Managing day-to-day administrative tasks, including handling correspondence and client enquiries in a professional and timely manner. * Scheduling meetings, managing calendars, and coordinating team activities. * Processing sales and purchase invoices, and diligently managing accounts payable and receivable. * Assisting with bank reconciliations and the processing of expense claims. * Preparing financial summaries and reports to support management decisions. * Maintaining accurate and confidential electronic and physical filing systems. * Providing general support to our team to ensure organisational effectiveness and efficiency. Qualifications To be considered for this role, you should possess the following skills and experience: * Proven experience in a similar administrative or accounts-focused position. * Exceptional organisational and time-management skills with a proven ability to prioritise tasks effectively. * Strong proficiency in the Microsoft Office Suite, with particular expertise in Excel. * Excellent attention to detail and a high level of accuracy in all work. * Strong numerical and analytical skills. * Outstanding written and verbal communication abilities. * The discipline and self-motivation to work independently in a remote environment. * Familiarity with accounting software (e.g., Xero, QuickBooks) is highly desirable. * A relevant qualification in business administration, accounting, or finance is advantageous but not essential. Benefits At Withum Wealth Company, we believe in creating meaningful opportunities and supporting our team members. We offer: * A competitive hourly wage of $20 - $33 USD. * Flexible working hours and the option to work on a full-time or part-time basis. * The convenience and flexibility of a fully remote position. * A supportive and collaborative team culture that values integrity and professional growth. * Opportunities for continuous professional development and career progression within the company.

WFH Administration and Accounts Executive - Full time / Part time

The Equus Group

<div>
 
 
 Overview
 
 
 
 We are partnering with our client, a leading private equity firm, in their search for an experienced Senior Executive Assistant to support senior leadership within its New York office. This role will provide high-level administrative and operational support to senior executives while also overseeing day-to-day office management responsibilities.
 
 
 
 
 
 The ideal candidate is highly organized, proactive, and comfortable operating in a fast-paced, professional environment where discretion, attention to detail, and strong communication skills are essential.
 
 
 
 
 
 Key Responsibilities
 
 
 
 Executive Support
 
 
 <ul>
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 Manage complex calendars and scheduling for senior executives, including internal meetings, investor interactions, and travel logistics
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 Coordinate domestic and international travel arrangements, including detailed itineraries and last-minute changes
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 Process expense reports and maintain accurate documentation in accordance with firm policies
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 Prepare meeting materials, presentations, and briefing documents for internal and external meetings
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 Serve as a liaison between executives, internal teams, portfolio companies, investors, and external advisors
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 </ul>
 
 
 
 
 
 Team &amp; Office Coordination
 
 
 <ul>
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 Oversee day-to-day operations of the New York office and ensure a well-functioning environment
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 Manage office vendors, supplies, facilities, and building relationships
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 Coordinate onboarding and offboarding for NY-based employees
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 Support planning and execution of office events, meetings, and firm initiatives
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 Communicate with team members across offices to ensure seamless coordination and scheduling
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 </ul>
 
 
 
 
 
 Operational &amp; Administrative Support
 
 
 <ul>
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 Assist with CRM tracking and internal systems used to manage investor and firm activity
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 Maintain organized documentation and support reporting or administrative projects as needed
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 Coordinate conference calls, video meetings, and cross-functional scheduling
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 Identify opportunities to improve processes and enhance overall team efficiency
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 </ul>
 
 
 
 
 
 Qualifications
 
 
 <ul>
 <li>
 5+ years of experience as an Executive Assistant, Office Manager, or similar role in a professional services environment
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 Bachelor&rsquo;s degree required
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 Prior experience in private equity, investment management, finance, or similar preferred
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 Strong calendar management and travel coordination experience
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 Excellent organizational skills with ability to manage competing priorities
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 Strong written and verbal communication skills
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 High level of professionalism, discretion, and attention to detail
 </li>
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 Proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word) and familiarity with CRM or expense systems preferred
 </li>
 </ul>
 
 
 
 
 
 What They're Looking For
 
 
 <ul>
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 Proactive, solutions-oriented mindset with strong ownership mentality
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 Ability to anticipate needs and manage shifting priorities in real time
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 Strong attention to detail and reliability in a fast-paced environment
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 Highly professional, polished communicator with strong interpersonal skills
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 Collaborative team player who enjoys supporting senior leadership and the broader firm
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 </ul>
 
 
 
 
 
 The Equus Group is an Equal Opportunity Employer and takes pride in maintaining a diverse environment. We do not discriminate in recruitment, hiring, training, promotion, or any other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, marital or veteran status, disability, or any other legally protected status.
 
 
 
 
</div>

Senior Executive Assistant

Executive Administrative Assistant

Ripco Real Estate

Job Overview We are seeking a highly organized and proactive Executive Assistant to support a key executive. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional administrative skills, attention to detail, and a positive, energetic attitude. As an integral part of our team, you will manage complex schedules, coordinate projects, and handle a variety of administrative tasks that keep our executive functioning at peak performance.Key Responsibilities Email Management (High Priority)<ul><li>Manage and organize a high-volume inbox, including drafting responses, flagging urgent items, and ensuring timely follow-up</li><li>Respond on behalf of the Owner when appropriate, maintaining tone and accuracy</li><li>Categorize, prioritize, and track key deal-related communications</li></ul>Calendar Management (High Priority)<ul><li>Maintain and coordinate a complex and constantly evolving calendar</li><li>Coordinate internal and external meetings, including preparing agendas</li><li>Proactively manage scheduling conflicts and ensure optimal time allocation</li><li>Prepare daily and weekly schedules with relevant context and material</li></ul>Administrative &amp; Operational Tasks<ul><li>Provide comprehensive administrative support such as drafting correspondence, proofreading documents</li><li>Manage office supplies inventory and oversee general office management duties to ensure a productive work environment</li><li>Provide personal assistant support as needed, while maintaining discretion</li></ul>Qualifications<ul><li>3&ndash;7+ years of experience as an Executive Assistant, preferably in real estate, finance, or a fast-paced professional services environment</li><li>Exceptional organizational skills and attention to detail</li><li>Strong written and verbal communication skills</li><li>Proven ability to manage high-volume email and complex scheduling</li><li>Ability to prioritize effectively and handle multiple tasks simultaneously</li><li>High level of discretion and confidentiality</li></ul>Technical Skills<ul><li>Proficiency in Microsoft Office (Outlook, Excel, PowerPoint)</li><li>Experience with CRM systems (e.g., Monday) is a plus</li></ul>Key Traits for Success<ul><li>Proactive and anticipatory mindset</li><li>Strong sense of urgency and responsiveness</li><li>Calm under pressure in a fast-paced deal environment</li><li>Highly professional with excellent judgment</li><li>Resourceful problem solver</li></ul>Join us in this exciting role where your organizational talents will empower our leadership team to achieve their goals! We value energetic professionals who are eager to contribute their skills in a vibrant workplace dedicated to excellence.Pay: $95,000.00 - $125,000.00 per yearBenefits:<ul><li>401(k)</li><li>Employee assistance program</li><li>Health insurance</li><li>Paid time off</li><li>Parental leave</li><li>Vision insurance</li></ul>Work Location: In person

Executive Assistant to Executive

Viant Technology

<div>
 
 What You&rsquo;ll Do
 
 
 
 
 
 The core responsibilities of this position are to provide office and administrative support in a dynamic environment, while maintaining the utmost discretion with regards to proprietary and confidential information. This position offers a great opportunity to learn all facets of the advertising industry, to build and maintain relationships at all levels, and to play an important role in the organization. For the right person, this role will be a solid platform for growth and advancement within the company.
 
 
 
 THE DAY-TO-DAY
 
 
 
 
 
 <ul>
 <li>
 Manage schedules and travel arrangements for leaders are multiple departments.
 </li>
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 Track and prepare business expense reports.
 </li>
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 Plan and coordinate all logistics for team meetings, offsites, client events, social events, and volunteer efforts (including but not limited to location sourcing/booking, catering, AV requirements, transportation, etc.).
 </li>
 <li>
 Handle sensitive &amp; confidential information with discretion.
 </li>
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 Prepare weekly reports in Google Docs and Google Sheets using Salesforce reports.
 </li>
 <li>
 Manage all aspects of multiple offices, tasks include managing conference rooms and workstations, office supply orders, weekly kitchen orders, office cleanliness, handling repairs, and working in conjunction with building management and various service vendors.
 </li>
 <li>
 Candidate must know how to run full vendor management, liaison between office management and team.
 </li>
 <li>
 Help with company culture and team-building activities.
 </li>
 <li>
 Organize and manage regional and company offsites.
 
 
 </li>
 </ul>
 GREAT TO HAVE
 
 
 <ul>
 <li>
 5+ years of administrative experience.
 </li>
 <li>
 Must possess outstanding organizational, problem solving, and time management skills; able to handle multiple responsibilities and priorities with extreme attention to detail.
 </li>
 <li>
 Positive, proactive attitude with ability to anticipate needs of executives and act accordingly.
 </li>
 <li>
 Self-motivated problem-solver with a proactive attitude and takes initiative.
 </li>
 <li>
 Excellent communication skills, both verbal and written.
 </li>
 <li>
 Organizational awareness: ability to interact with internal and external clients at all levels.
 </li>
 <li>
 Ability to adapt to change and work well under pressure in a fast-paced environment.
 </li>
 <li>
 Experience managing calendars in Outlook &amp; coordinating different time zones/locations.
 </li>
 <li>
 Must have strong knowledge of MS Office, G-Suite, Concur, Digital Cloud filing (Dropbox), Zoom/Webex/MS Meetings, Asana (Salesforce a plus).
 
 
 </li>
 </ul>
 LIFE AT VIANT
 
 
 Investing in our employee&rsquo;s professional growth is important to us, but so is investing in their well-being. That&rsquo;s why Viant was voted one of the best places to work and some of our favorite employee benefits include
 
 fully paid health insurance
 
 ,
 
 paid parental leave
 
 and
 
 unlimited PTO
 
 and more.
 
 
 $75,000 - $85,000 a year
 
 
 In accordance with California law, the range provided is Viant&rsquo;s reasonable estimate of the compensation for this role. Final title and compensation for the position will be based on several factors including work experience and education.
 
 
 Not the right position for you? Check out our other opportunities!
 
 
 
 Viant Careers
 
 
 
 
 About Viant
 
 
 
 Viant Technology (NASDAQ: DSP) is an exclusively buy-side, AI-powered advertising platform purpose-built for CTV. Viant uniquely combines proprietary content intelligence, household-level identity resolution, and person-level attention signals to connect advertisers with real customers and drive measurable outcomes across the open internet. Through its award-winning AI solutions, Viant is building the future of autonomous advertising, where AI doesn't just assist the campaign, it delivers real results. Learn more at viantinc.com.
 
 
 Viant is an equal opportunity employer and makes employment decisions on the basis of merit. Viant prohibits unlawful discrimination against employees or applicants based on race (including traits historically associated with race, such as hair texture and protective hairstyles), religion, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, reproductive health decision making, gender, gender identity, gender expression, age, military status, veteran status, uniformed service member status, sexual orientation, transgender identity, citizenship status, pregnancy, or any other consideration made unlawful by federal, state, or local laws. Viant also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics, or is associated with a person who has or is perceived as having any of those characteristics.
 
 
 By clicking &ldquo;Apply for this Job&rdquo; and providing any information, I accept the Viant California Personnel Privacy Notice.
</div>

Executive Assistant and Office Manager

Clarity Recruiting

<div>
 
 Clarity Recruiting is looking for experienced support staff looking for their next opportunity. We have multiple clients looking for Receptionists/Administrative Assistants/Office Assistants on a temporary, temp to perm and permanent basis.
 
 
 
 
 
 The general hourly range for these roles are $18-27/hr DOE
 
 
 
 
 
 Responsibilities will possibly include:
 
 <ul>
 <li>
 Answer and direct phone calls
 </li>
 <li>
 Organize and schedule appointments
 </li>
 <li>
 Assist in the preparation of regularly scheduled reports
 </li>
 <li>
 Update and maintain office policies and procedures
 </li>
 <li>
 Order office supplies and research new deals and suppliers
 </li>
 <li>
 Maintain contact lists
 </li>
 <li>
 Book travel arrangements
 </li>
 <li>
 Submit and reconcile expense reports
 </li>
 <li>
 Act as the point of contact for internal and external clients
 </li>
 <li>
 Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
 </li>
 </ul>
 
 
 
 
 Requirements and skills:
 
 <ul>
 <li>
 1-2+ years experience as a Receptionist, Administrative Assistant, Virtual Assistant or Office Administrative Assistant
 </li>
 <li>
 Knowledge of office management systems and procedures
 </li>
 <li>
 Proficiency in MS Office
 </li>
 <li>
 Excellent time management skills and the ability to prioritize work
 </li>
 <li>
 Attention to detail and problem solving skills
 </li>
 <li>
 Excellent written and verbal communication skills
 </li>
 <li>
 Strong organizational skills with the ability to multi-task
 </li>
 </ul>
</div>

Administrative Assistant

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