Administrative Assistant

About the role

We're looking for a detail-oriented and organized Administrative Assistant to join our team in New York. In this role, you'll be the backbone of our office operations, providing essential support to executives and teams across the organization. You'll thrive in a fast-paced environment where your exceptional organizational skills, attention to detail, and collaborative spirit directly contribute to our success. If you're someone who takes pride in keeping things running smoothly and enjoys supporting others to achieve their goals, we'd love to meet you.

• Manage complex calendars and schedule meetings for multiple executives, including coordinating room bookings and ensuring seamless logistics
• Arrange domestic and international travel, including flights, hotels, and ground transportation; process and track expense reports with accuracy
• Screen, prioritize, and respond to incoming calls and emails; draft, proofread, and format correspondence such as memos, reports, and presentations
• Organize and maintain confidential files, records, and databases both physically and digitally, ensuring information security and easy retrieval
• Serve as a point of contact between executives, staff, and external stakeholders; assist with project planning and coordination
• Support the preparation of reports, track expenditures, and assist with budget monitoring and reconciliation
• Participate in planning and executing office activities and events that foster a positive and inclusive work environment
• Leverage technology and AI tools to streamline administrative processes, increase efficiency, and improve accuracy in daily tasks

Qualifications

• Exceptional organizational and time-management skills with the ability to prioritize multiple tasks effectively
• Strong attention to detail and commitment to accuracy in all work
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other administrative software
• Excellent interpersonal and communication skills, both written and verbal
• Ability to multitask and work efficiently in a fast-paced, dynamic environment
• Discretion and demonstrated ability to handle confidential information with professionalism
• Proven experience in an administrative environment
• Customer service orientation and a collaborative approach to supporting diverse teams
• Problem-solving abilities and resilience when managing competing priorities
• Familiarity with leveraging AI tools and modern technology to enhance productivity

Qualifications

• Bachelor's degree in business administration, office management, or a related field
• Advanced proficiency with Microsoft Excel and data management
• Experience with expense management, travel coordination, or basic bookkeeping
• Demonstrated understanding of continuous improvement principles and process optimization
• Experience supporting executive-level staff or multiple stakeholders
• Knowledge of project management tools and methodologies
• Bilingual capabilities (particularly Spanish or Mandarin in a New York context)