Administrative Assistant Jobs in New Canaan, CT

JRN: 1900 An executive in the tech industry with a family is seeking an experienced personal assistant to help with day-to-day tasks. This is a role for a candidate who has strategic thinking and the necessary follow through to grow with the principal as the scope of the role expands. The assistant will work closely with the principal to learn to anticipate his preferences in order to properly supervise and implement processes that are coherent with his expectations. Responsibilities Provide an effective interface between the principal and all internal and external parties Deliver a full range of high-level administrative support including forward-thinking strategic calendar management for both business and personal matters, household management, and provide updates and documentation as necessary and requested Manage international and domestic travel requests including research and negotiation to create detailed itineraries and working in close liaison with a travel agent to ensure all aspects of travel meet the family's standards and preferences Overseeing and preparing the family's vacation homes prior to their arrival Research and educate yourself and principal on various topics in order to assist in deliberate and meaningful decision making Assist with gift giving Process, circulate, and respond to incoming mail, phone calls and inquiries Personal shopping, executing special requests, errands, and related duties Coordinate and communicate regularly with family members, domestic staff and family office Develop and recommend procedures and systems that will most effectively meet the principal's objectives Utilize available resources to maximize efficient and achieve your own work-life balance Represent the principal with honor and integrity Qualifications Bachelor's Degree from an accredited college or university 5-7+ years of relevant work experience Demonstrated experience in maintaining the confidentiality, safety, security, and privacy of a discreet employer Excellent communication and presentation skills Painstaking attention to detail Process oriented problem-solving skills and ability to find effective solutions for a variety of potential issues Superb organization skills and the ability to multitask efficiently Benefits PTO Salary dependent upon experience Annual discretionary bonus Health insurance and other benefits through payroll provider 401k with employer matching

We are seeking a Senior Administrative Assistant with financial services exposure to join our team of dedicated professionals. This position is based out of White Plains (NY), in office, on a full-time basis. The Senior Administrative Assistant is responsible for a variety of administrative tasks to support the operations of their office and assigned partners, including calendaring, expenses and billing Primary Responsibilities Manage day to day schedule and commitments of remote and/or in-office Executive(s) Provide support for pick-ups, drop-offs, and deliveries Maintain filing systems and other general office duties Screen calls; establish oneself as point of contact with employees as well as business network Keep calendar, schedule meetings, and make travel arrangements Assist with monthly client billing, timesheets, expense reports Special projects and events as needed Assisting with tax correspondence Assist with coverage for Executive Assistants, Administrative Assistants and Receptionist, as needed Perform other administrative support functions and duties as assigned Qualifications 2+ years of similar experience in a fully in-office capacity High School Diploma or GED equivalent is required Strong computer skills and proficiency in Microsoft Office, especially Excel, Word and Outlook Excellent written and verbal communication skills Strong interpersonal skills to create and maintain a trusting relationship with staff and clients Self-starter with ability to organize own work and meet deadlines while managing and prioritizing multiple tasks About Gelfand, Rennert & Feldman Founded in 1967, Gelfand, Rennert & Feldman ("GRF") is a leading full-service business management firm for an exclusive assortment of entertainers, executives and select high net worth individuals. Our 30 partners and over 600 staff members deliver comprehensive financial services in the fields of music, motion pictures, television, sports, literature, and other creative and performing arts. Our firm has offices in Los Angeles, New York City, Nashville, San Rafael, Wilmington, and London. This is a non-exempt, overtime eligible position. The annualized base pay range for this role is expected to be between $60,028 - $70,408. Actual base pay could vary based on factors including but not limited to experience, subject matter expertise, geographic location where work will be performed, and the applicant's skill set. The base pay is just one component of the total compensation package for employees. Other rewards may include an annual bonus and a comprehensive benefits package. Candidate information, including education and work experience, is verified upon an offer of employment. Falsification of application information may be grounds for denying employment. Gelfand, Rennert & Feldman is an Equal Opportunity Employer. For information on our Job Applicant Privacy Notice, please click here.

INSURANCE ONLY PERSONAL LINE ACCOUNT EXECUTIVE OR ACCOUNT EXECUTIVE ASSISTANT opening in New Hyde Park, New York. Experience with High Net Worth carriers - Chubb, PURE, AIG, CINCINNATI INSURANCE - A MUST; Word, Excel Spreadsheets; EPIC agency management system a plus; Flood, Excess Markets/ all facets of PL underwriting, remarketing etc. Excellent communication skills. Salary DOE but very good and benefits. Hybrid work. (DC12721)

A highly successful and reputable financial services firm, known for its exceptional office culture and outstanding benefits, is seeking a proactive Administrative Assistant to join its team. This individual will provide administrative support to a Senior Executive Assistant. In-Office Policy: 4 days in-office / 1 day remote. Ideal Candidate: The ideal candidate will have 2-5 years of administrative experience within the financial services sector. Responsibilities: Coordinate complex calendars, meetings, and conference calls across multiple time zones. Manage international and domestic travel, expenses, and invoices using Concur and Frosch. Handle reception duties, including answering calls, greeting visitors, and managing mail. Oversee office supplies, meeting materials, and FedEx shipments. Process visa applications and support international business travel. Manage the corporate apartment, including bookings, cleaning, and supply management. Job ID #43742

Seeking an extraordinary EA with advanced travel planning skills, who will thoughtfully provide primary support to the matriarch, with some direction from the patriarch and will work primarily from the Greenwich family office. Over time visits to the Greenwich home will occur. The primary focus of this position (approx. 60%) requires an experienced C-level travel planner, who will seamlessly and diligently own the process of scheduling complex international and domestic travel and plan six months or more in advance, with a consistent eye on flexing reservations. Travel scheduling may include: private jet, commercial airlines, complex itineraries, resort accommodations, restaurants, and all transportation for matriarch, matriarch and patriarch, family, etc. Additional responsibilities include: assisting with events, meeting scheduled deliveries, occasional trips to Manhattan property, scheduling vendors/maintenance, personal errands, interaction with home PA and patriarch's EA for best support practices. This position is an addition to staff and will report to the CFO and matriarch. The depth of the role will expand as the candidate demonstrates capabilities and execution of goals/objectives. Requirements: The ideal candidate brings PA/EA C-level experience, with superior global travel experience, is highly organized, manages work streams simultaneously, is detail oriented in a gracious manner, possesses a no-job-is-too-small outlook, with a desire to rise to a challenge with energy and enthusiasm, excellent technical skills, confidential and personable, executive/project assistant experience in a family office or relatable environment. 8:30 - 5:30 with flexibility as needed/occasional evenings Bonus and wonderful benefits, exempt

Administrative Assistant - Long Island Region Classification: Non-Exempt, Full-Time, $23.00-$28.00/Hour Reports To: Director Development Please submit a cover letter and resume Special Olympics New York ****************. Please reference the job code “LIAA” in the subject line. The mission of Special Olympics is to provide year-round sports training and athletic competition in a variety of Olympic-type sports for children and adults with intellectual disabilities, giving them continuing opportunities to develop physical fitness, demonstrate courage, experience joy and participate in a sharing of gifts, skills and friendship with their families, other Special Olympics athletes and the community. EDUCATION/EXPERIENCE REQUIREMENT: Associates degree from an accredited college/university in marketing, business, communication or related area is preferred. Demonstrated computer skill using data management software is preferred. Experience in sales and/or knowledge of fundraising campaigns, solicitations or special events preferred. Sports marketing, volunteer and event management experience a plus. MINIMUM KNOWLEDGE, SKILLS AND ABILITIES: Excellent verbal and written communication skills. Ability to communicate effectively. Computer, clerical and organization skills including Advanced knowledge of Microsoft 365 products and Canva. Luminate, RENXT knowledge a plus. Knowledge and experience providing support to people with disabilities is helpful. Understanding and experience with the mission and function of Special Olympics New York or similar charities is preferred. Ability to meet people with ease and communicate effectively with tact and diplomacy. Able to balance multiple priorities and deadlines. JOB SUMMARY: This position is responsible for providing support to the LI & NYC development team. Primary responsibilities include management of data, organizational tasks, event support and committee relationships. ESSENTIAL DUTIES AND RESPONSIBILITIES: Assist the VP, Operations with daily tasks including managing their schedule and correspondence Assist the development team with all functions including event support, communications, administrative support and outreach. Prepare and/or participate in public information presentations. Manage Social Media - updates and communication on Facebook, Instagram, Twitter, etc. Coordinate updates to marketing materials and logo updates for statewide signature events. Coordinate merchandise orders, work with staff and vendors. Interact with staff, volunteers, vendors etc. as delegated in the development and dissemination of materials and information regarding Special Olympics program and fundraising initiatives to appropriate individuals and agencies. Assist with coordinating logistics for fundraising events and programs including the collection and management of pertinent records, data, reports, and information. Luminate (online peer to peer fundraising portal) - back end reports and communications Recruit, train and manage interns for the Downstate offices. Inclusion, Unified Sports, and the Unified Champion School programming are present and prioritized in the foundation of our core elemental movement, found embedded in our seasonal and annual calendar, and activity. All staff members hold responsibilities collaterally and fundamentally for inclusive mission and Unified programming. In addition to the responsibilities identified above, may be requested or required to perform other duties and/or responsibilities, by management on a non-regular basis. PHYSICAL DEMANDS: Position requires working both standing and sitting. Must be able to lift and carry light loads (5-30 pounds for short distances, approximately one block). WORK HOURS: Regular business hours are 8:30 a.m. - 5:00 p.m. Travel assignments may be assigned. Weekend/evening duties required. Special Olympics New York is proud to be an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex, gender identity or expression, national origin, political affiliation, sexual orientation, marital status, disability, neurodiversity, age, parental status, socio- economic background, military service, or any other characteristic or status protected by applicable law.

Our client, a global energy investor is seeking an administrative assistant to work in their STAMFORD, CT. headquarters. This role will be supporting a team of administrative assistants and needs someone who is flexible with a no task too big or too small attitude. This is a great opportunity to work with different business units within the organization as well as assist with all office related tasks. 4 days in office; 1 remote Hours 8-6 65-70 + OT + Bonus Competitive benefit Package Responsibilities: Provide administrative support to assistants in the office Schedule and organize meetings and calls Assist with managing and processing invoices Answer incoming calls and order/maintain office supplies Plan and coordinate weekly lunches, happy hours, company events, initiatives, etc. Organize and coordiante domestic and international travel arrangements, including but not limited to flight, hotel, car, and retaurants Oversee the company corporate apartment and maintain cleaning scheduling Required Qualifications: Minimum 2-5 years of administrative experience, ideally in finance Bachelor's degree strongly preferred/required. Extremely polished, forward-facing, and professional. Excellent interpersonal and communication skills (both verbal and written). Used to working in a fast-paced environment. Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint. Strong attention to detail and organizational skills. If you meet the required qualifications and are interested in this role, please apply today. The Solomon Page Distinction Our teams, comprised of subject matter experts, develop an interest in your preferences and goals and we act as an advisor for your career advancement. Solomon Page has an extensive network of established clients which allows us to present opportunities that are well-suited to your respective goals and needs - this specialized approach 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.

VARITE is looking for a qualified Admin Assistant I and Admin Assistant IV in Ridgefield, CT. WHAT THE CLIENT DOES? A global, research-driven pharmaceutical company that focuses on developing innovative medicines in areas such as human pharmaceuticals, animal health, and biopharmaceutical contract manufacturing. WHAT WE DO? Established in the Year 2000, VARITE is an award-winning minority business enterprise providing global consulting & staffing services to Fortune 1000 companies and government agencies. With 850+ global consultants, VARITE is committed to delivering excellence to its customers by leveraging its global experience and expertise in providing comprehensive scientific, engineering, technical, and non-technical staff augmentation and talent acquisition services. Job Title: Admin Assistant I and Admin Assistant IV Location: Ridgefield, CT Contract Duration: 12 months (Possible Extension) Pay Rate Admin Assistant I: $23.00/hr on W2 Admin Assistant IV: $35.00/hr on W2 HERE'S WHAT YOU'LL DO: Duties: Admin Assistant I • Provides administrative support to one or more individuals within a specified department or departments. Support may include: data entry, coordination of conference rooms and meetings, records retention and file management, and invoices through the internal system, ordering and managing departmental supplies, expense report reconciliation, training class support, and general support. Performs all Company business in accordance with all regulations and Company policy and procedures. Demonstrates high ethical and professional standards with all business contacts and BIPI employees in order to maintain the Company's excellent reputation within the medical and pharmaceutical community. Admin Assistant IV • Provides general administrative support to one or more managers. Responsibilities include: Exercises discretion in handling of confidential material and information. Assists in special projects as assigned. Responsible for organization and maintenance of department filing system including potentially confidential data. May provide clerical support as necessary, including filing, etc. Completes other duties as requested. Skills: • Previous admin experience necessary. Steady work history needed. Education: • High School Diploma If this opportunity interests you, please respond by clicking on EasyApply. Know someone who would be perfect for this role? Refer them to us and if they are hired, you could be eligible for our employee referral bonus! Help us grow our team with top talent from your network. VARITE 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 or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Duration: 12+ Months Contract (Possible Extension) Note - Will need to be onsite 3 days a week. Provides administrative support to one or more individuals within a specified department or departments. Support may include: data entry, coordination of conference rooms and meetings, records retention and file management, and invoices through the internal system, ordering and managing departmental supplies, expense report reconciliation, training class support, and general support. Performs all Company business in accordance with all regulations and Company policy and procedures. Demonstrates high ethical and professional standards with all business contacts and employees in order to maintain the Company's excellent reputation within the medical and pharmaceutical community. Skills: Proficient in MS Word, Excel, and Outlook. Excellent written and verbal communication skills. Strong attention to detail and organizational skills. High degree of initiative, accountability, accuracy, problem solving ability and follow-up skills. Strong customer service skills and the ability to maintain confidentiality. Education: Associate's or Bachelor's degree or a High school diploma. Fluency in MS Suite including Word and Excel About US Tech Solutions: US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To learn more about US Tech Solutions, please visit ************************ US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. Name: Kanika Email: ******************************* Internal Id: 25-32754

Our client is seeking an Administrative Assistant role who will juggle multiple high-priority projects effectively. This opportunity is located in West Nyack, NY. Manage office space and ensure efficient utilization Manage calendars and book travel arrangements, including flights, accommodations, and transportation Oversee fleet management and maintenance Support the team with administrative needs Utilize Google Workspace (Gmail, Contacts, Calendar, Docs, Drive, etc.) and Microsoft Office Suite for daily tasks Stay organized and meet deadlines consistently Build and maintain strong professional relationships Communicate effectively, manage time efficiently, and solve problems proactively Desired Skills/Experience: 3+ years related work experience Strong organizational skills Strong communication skills Experience managing a vehicle fleet program (150+ employee vehicles across the state of NY) Ability to manage office operations, including supplies, IT coordination, and onboarding new employees Ability to organize and plan large meetings Experience ordering equipment such as phones, laptops, and accessories as needed Strong note-taking skills, including recording meeting minutes and action items Benefits: Medical, Dental, & Vision Insurance Plans 401K offered $18.66 - $26.66 (est. hourly rate)

A leading investment firm is hiring for an Administrative Assistant to support a small team of senior professionals on their growing Investor Relations/Sales team. Hybrid: 3-5 days in the office - flexibility as needed Hours: Core hours are 8:30-5:30 pm, flexibility for overtime as needed Salary commensurate with experience - $90-110k base range + paid overtime (5-10 hours/week that will add up!) + bonus + top benefits package Responsibilities: • Heavy internal and external meeting scheduling via Outlook • Responsible for tracking investor calls, meetings, prospect mailbox and other departmental processes • Preparing meeting materials (pitch decks, presentations, books, bios etc.) • Travel arrangements including detailed itineraries and prepare expense reports using Concur • Assist with planning and execution for events • Assistance with ad-hoc projects including firm wide events, philanthropy and brand management Skills and Requirements • 3-5+ years of solid administrative experience with a track record of professional success; financial services experience • BA/BS preferred with solid academic performance • Knowledge of Microsoft office products • Exceptional organizational skills and attention to detail • Experience with event planning is highly preferred • Ability to maintain process and meet deadlines • Excellent judgement and someone who takes pride in their work • Maturity and high degree of professionalism Please submit your resume for consideration! 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.

The Atlantic Group has partnered with an investment management firm in the Greenwich, CT area. They have an immediate need for an Administrative Assistant with a professional demeanor and strong organizational skills. This is a full-time contract role with the opportunity to become permanent based on performance. Summary: This company is seeking an Administrative Assistant to provide high-level administrative support. A typical Administrative Assistant acts as the information and communication manager for the office. Work Schedule: 8:30am -6:00pm M-F. 5 days a week in office. Job Responsibilities: -Provides assistance in the day-to-day administration of the unit and follows up on pending matters. -Inputs and retrieves data utilizing knowledge of various computer software packages. -Formats documents and determines page layout and selection of different fonts. -Receives and screens telephone calls, mail, and visitors. -Routes callers, takes messages, and answers questions relating to the unit's function. -Schedules and coordinates meetings and facilities which may include travel and lodging arrangements. -Prepares and processes unit purchase requisitions and vendor invoices. -Organizes and maintains files, correspondence, records, and other documents. Requirements: -Bachelor's degree required. -1-5 years of experience required. -Must be comfortable working the front desk. -Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills. -Ability to work independently and manage one's time. -Ability to keep information organized and confidential. -Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint. Note: Qualified candidates will be contacted within 3 business days of application. If an applicant does not meet the above criteria, we will keep your resume on file for future opportunities and may contact you for further discussion. ID: 43415

The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role. Responsibilities Handle and coordinate Executive calendars Schedule and confirm meetings, travel arrangements Ensure file organization based on office protocol Provide ad hoc support around office as needed Qualifications Bachelor's degree or equivalent experience Strong interpersonal, customer service and communication skills Ability to multitask Proficient in Microsoft Office suite

1-year initial contract Hybrid, 3 days onsite, Wednesday required in office Provides administrative support to one or more individuals within a specified department or departments. Support may include: data entry, coordination of conference rooms and meetings, records retention and file management, and invoices through the internal system, ordering and managing departmental supplies, expense report reconciliation, training class support, and general support. Performs all Company business in accordance with all regulations and Company policy and procedures. Demonstrates high ethical and professional standards with all business contacts and internal employees in order to maintain the Company's excellent reputation within the medical and pharmaceutical community. Skills: Proficient in MS Word, Excel, and Outlook. Excellent written and verbal communication skills. Strong attention to detail and organizational skills. High degree of initiative, accountability, accuracy, problem solving ability and follow-up skills. Strong customer service skills and the ability to maintain confidentiality. Education: Associate's or Bachelor's degree or a High school diploma. Fluency in MS Suite including Word and Excel

Looking for a dynamic and highly organized Senior Administrative Assistant with additional Office Management responsibilities to join our team. This position is ideal for a proactive individual who thrives in a fast-paced environment and has outstanding multitasking abilities. The successful candidate will provide high-level administrative support to senior leadership while ensuring the efficient operation of the office. Key Responsibilities Oversee daily office operations, ensuring maximum efficiency and productivity, including answering phones and taking messages. Prepare detailed expense reports and coordinate travel arrangements. Manage executive calendars, schedule meetings, and organize Zoom and conference calls. Provide support to senior executives with both business and some personal matters. Assist with facilities management, ensuring the office is well-maintained. Coordinate daily office lunches and catering. Organize and manage incoming and outgoing mail. Maintain office and kitchen supplies, placing orders as necessary. Plan and coordinate company events. Identify and recommend improvements to office operations to enhance efficiency. Personal Attributes Intellectual curiosity with a strong self-starter mentality. Flexible and willing to roll up your sleeves to assist across all departments. Eager to take on new tasks and grow professionally within the company. Ability to handle confidential information with discretion and professionalism. Knowledge & Skills Proficient in Microsoft Office Suite, including Word, Excel, and PowerPoint. Strong organizational and multitasking skills. Excellent written and verbal communication abilities. Experience A Bachelor's degree is preferred. Proven experience as an administrative assistant in a professional office environment. Experience in the investment industry is a plus, but not required. Office Hours Monday to Friday, 8:30 AM to 5:30 PM Compensation & Benefits Salary range: $80K to $110K, based on experience. Bonus eligible. Comprehensive benefits package, including fully paid health insurance, 401(k), daily lunch, private on-site gym, and casual dress.

Nationwide Maintenance & General Contracting Inc. is a well-established Facility Maintenance & General Contracting Company with over 30 years of experience in the industry. Based in Bedford Hills, NY, we offer a wide range of services from Awning & Sidewalk Cleaning to full-scale renovating and construction projects. Our diverse client base includes major corporations such as Rite Aid, CVS, Macy's, and more, and we are committed to providing high-quality services at an affordable price. Role Description This is a full-time on-site role for an Administrative Assistant at Nationwide Maintenance & General Contracting Inc. in Bedford Hills, NY. The Administrative Assistant will be responsible for providing administrative support, managing phone communications, demonstrating excellent communication skills, assisting executives with administrative tasks, and utilizing strong clerical skills. Qualifications Administrative Assistance and Executive Administrative Assistance skills Strong Phone Etiquette and Communication abilities Proficiency in Clerical Skills Organizational skills and attention to detail Ability to multitask and prioritize tasks efficiently Experience in the maintenance or construction industry is a plus Associate's degree in Business Administration or related field

A great private equity firm is looking for a Front Desk/Office Coordinator to add to their growing, dynamic team in lower Fairfield County, CT. The company was founded over 20 years ago and has continued to grow in strength, numbers and investments over the decades. This position is for someone with polish, professionalism and the right skills and attitude to make all stakeholders feel welcome and valued. It's a great opportunity for a parent who has corporate experience, who is looking to return to the workforce after having taken a few years off with their family. This is an in-office position, Monday through Friday, and the hours are 8:00 am - 5:00 pm (including a 1-hour break). Some flexibility will be required occasionally for on-site Board meetings or events. There is definitely room for growth within the company. Responsibilities include: Answer and re-direct incoming phone calls and take detailed messages. Meet, greet and assist visitors with courtesy and professionalism. Maintain and review Company Calendar; ensure meeting locations are set and assigned; prepare draft of the weekly email of company highlights to the Business Development team. Schedule meetings and conference calls as requested for both in-person meetings and remote meetings via Zoom. ->specifically support our Operating Partner team. Expense support for 6-10 operating partners; potential to add travel support for the role. Order office supplies and consumables from office vendors, maintaining delivery schedule, ensure stock in both kitchens is refreshed. Manage boardroom(s) scheduling including necessary catering and beverage stock. Ensure catering orders are placed and delivered timely in advance of scheduled events. Ensure common areas are tidy and presentable including kitchens and lower level copy room. Responsible for both copy machine/larger printer maintenance schedules (i.e.: change/order toner, contact manufacturer for recurring maintenance and repairs, troubleshooting, stocking of paper). Maintain reception area and boardrooms appearance to ensure they are presentable Support Operating Partner ad hoc requests (i.e.: car service, meeting planning). Administrative support as needed (i.e.: notary, prepare DocuSign presentation printing and binding, offer to pick up lunch for Partners, Annual meeting support). Assist in ad hoc projects at the request of the COO and CFO/CCO

About ESU: Each category of produce has their favorite parts of the earth to grow and to present their best flavors. We source them and bring them to you. In short - we are the source for your tastes. ESU is a produce import industry leader providing families with the year-round delight of the best flavors of the world - specializing in citrus, pomegranate, grapes, garlic, and other key categories. We firmly believe that our success stems from the commitment, dedication, and passion of the people in our team. Accordingly, we invite you to join our team. Position Overview: The Administrative Assistant will take responsibility for managing office supplies, handling procurement, maintaining cleanliness, organizing meeting spaces, assisting with general administrative tasks, and coordinating travel arrangements. This role will also include managing the CEO's calendar, coordinating meetings and travel, and supporting the organization of internal events and team-building activities. The ideal candidate will be proactive, detail-oriented, and possess strong organizational and communication skills. Key Responsibilities: Reception & Hosting: Greet and manage guest schedules, ensuring a welcoming and professional experience. Answer the phone and handle inbound calls with professionalism. Travel/Meeting Arrangements: Book and coordinate travel, including flights, hotels, car rentals, and transportation. Assist with meeting coordination, including scheduling, preparing agendas, and booking necessary facilities. Office Supplies & Maintenance: Manage office supplies, restocking materials as needed. Oversee general office maintenance and ensure all spaces are clean and functional. Manage CEO Calendar & Reminders: Schedule meetings and events for the CEO, ensuring proper time management. Send timely reminders to the CEO for upcoming meetings, appointments, and events. Phone & Email Communications: Handle inbound phone calls and emails, directing inquiries to the appropriate department or individual. Administrative Tasks: Organize travel and meeting schedules for the CEO, employees, and guests. Assist in handling general administrative tasks such as filing, email management, and document organization. Manage Expenses & Receipts: Track and organize expenses, ensuring all receipts are documented and ready for accounting. Building Maintenance Coordination: Follow up with vendors for office maintenance, ensuring that any repairs or service needs are addressed in a timely manner. Amazon Orders: Manage and place orders for office supplies through vendors such as Amazon. Employee Events: Organize internal events, team-building activities, and other employee-focused events. Document Organization: Assist with the organization and management of company documents for easy access and retrieval. Required Skills & Qualifications: Organizational Skills: Ability to efficiently manage multiple tasks, track inventory, and stay on top of procurement needs. Attention to Detail: Ensuring all office supplies are adequately maintained, restocked, and properly managed. Strong Communication Skills: Excellent written and verbal communication when interacting with staff, vendors, and guests. Experience: Previous experience in an administrative or office support role preferred. Computer Skills: Proficiency in Microsoft Office (Word, Excel, PowerPoint), and familiarity with expense tracking systems. Customer Service: Experience in a customer-facing role, particularly when greeting and assisting guests. Problem Solving: Ability to identify and resolve office-related issues effectively and efficiently. Presentation Skills: Comfort in creating professional presentations with a good understanding of design principles to ensure clarity and visual appeal. Travel Coordination: Experience with managing travel arrangements, including booking transportation and accommodations. Experience & Education Requirements: Education: High school diploma or equivalent required; a bachelor's degree in business or a related field is a plus. Experience: At least 1-2 years of administrative or office support experience. Specialized Skills: Familiarity with procurement, inventory management, travel coordination, event planning, and document management is a plus. Why Join Us? Be a key player in an impactful, company-wide initiative. Work in a collaborative and supportive environment with growth opportunities. Leverage your skills in a role that bridges technical and business functions. Competitive compensation package and benefits.

Caribbean Food Delights (CFD), a privately owned & operated company, is the leading manufacturer of Jamaican Style Patties: beef, chicken and vegetable. Our state-of-the-art facility is SQF certified. We are seeking a motivated and reliable Sales/Office Assistant/Receptionist, with minimum, one (1) year similar work experience, to provide sales/administrative support to our team. Job responsibilities include but are not limited to the following: Answer phones clearly and politely on first or second ring to ascertain reason for call and assist the caller. Page clearly and loudly, when necessary, check general mailbox daily to review and forward messages to appropriate employees. Greet visitors and clients pleasantly and courteously, determine their needs and provide prompt, appropriate assistance. Process all orders for local customers carefully. Follow through on order processing from receipt of order, shipping, billing to payment. Handle all orders for RCB and CFD which must be recorded on the appropriate order form and email immediately to RCB at Mt. Vernon. Check for purchase orders from the Electronic Data Interchange (EDI) computer system as required; invoice customers accordingly using the EDI system. Assist with the processing of on-line/internet sales, all telephone orders using order form to record information. Assist with keeping the supply room organized and neat at all times. Assist with the monitoring of bioterrorism and food security; maintain visitor's log book (signing in/out, giving visitor badges). Observe surveillance and general security on a regular basis. Maintain printers, fax, photocopying, and laminating machines, to ensure they have adequate supplies for proper functioning. Communicate any equipment problems to Office Management immediately, in order for service calls to be placed for equipment repair. Ensure the front counter area is clean and neat and stocked with adequate supplies of company brochures, UPS, Federal Express and Airborne supplies. Arrange UPS, Federal Express pick-ups as necessary. File all processed orders with bill of lading, invoices and original orders forms, in proper place. PHYSICAL REQUIREMENTS OF POSITION WITH OR WITHOUT REASONABLE ACCOMODATION: Frequently walking, bending, reaching, lifting and carrying 5-10 pounds; frequent verbal communication. Frequent and repetitive keyboarding motion. QUALIFICATIONS/EDUCATION, SKILLS AND KNOWLEDGE REQUIREMENTS: High School Diploma or equivalent Minimum 1 year work related experience Competent computer knowledge Ethical practice; ability to maintain confidentiality Good communication and customer service skills Ability to operate standard office equipment. Well organized; detail oriented and accurate. Bi-Lingual spoken/writing Spanish, a plus but not a necessity Pay range $21 - $22 p/h + benefits. EOE, All qualified applicants will receive consideration for employment without regard to their “disability” or “protected veteran status.” Please fax resumes to ************ or e-mail to ********************. No phone calls. Must be eligible to work in the USA.