Administrative assistant jobs in Smithtown, NY

Our client is a reputable Investment Firm located in Manhattan, with offices in Stamford, CT. This will be on-site 2-3 days a week. Principal Responsibilities: Maintain complex executives' calendars by scheduling, coordinating, and updating meetings Coordinate personal travel arrangements, including domestic and international airfare (both commercial and private), ground transportation, hotel accommodations, and dining reservations Ad hoc projects and errands Book personal appointments for executives and family members Requirements: A completed Bachelor's degree 5+ years of EA/PA experience, supporting high-profile executives Must have experience working from the executive's office Exhibits a high level of professionalism and hyper attention to detail The annual base salary range is $120,000 to $150,000. The actual compensation offered to the successful candidate may vary from the posted hiring range based on geographic location, work experience, education, and/or skill level, among other factors. Details about eligibility for bonus compensation (if applicable) will be finalized at the time of offer.

Administrative Assistant | Design Firm - Westhampton, NY We are seeking a highly organized and detail-oriented Administrative Assistant to support our dynamic residential interior design firm in the Hamptons. This individual will play a key role in keeping our office running smoothly, supporting the design team, and ensuring that day-to-day operations are handled with efficiency and professionalism. The ideal candidate is proactive, resourceful, and thrives in a fast-paced, creative environment. Key Responsibilities Provide administrative support to the Principal and design team, including scheduling, correspondence, and calendar management. Answer phones, greet clients and vendors, and serve as a professional first point of contact for the firm. Prepare and manage client documents, contracts, and project files. Assist with purchasing and tracking of FF&E orders, ensuring timely follow-up with vendors. Support the team with meeting preparation, presentation materials, and documentation. Maintain office organization, supplies, and filing systems (both digital and physical). Coordinate deliveries, installations, and on-site appointments. Handle expense reports, invoices, and light bookkeeping support as needed. Assist in managing social media and marketing communications, as assigned. Qualifications 2+ years of administrative experience, preferably in a design, architecture, or creative environment. Strong organizational skills with the ability to manage multiple priorities at once. Proficiency in Microsoft Office Suite; experience with design software or project management tools is a plus. Excellent communication and interpersonal skills, both written and verbal. High attention to detail and ability to maintain confidentiality. Self-motivated with a proactive approach to problem-solving. Professional demeanor with the flexibility to adapt in a fast-moving, client-focused environment. For immediate review and consideration, contact: Injila Khan - ************************* Interior Talent, Inc Since its founding in 2003, Interior Talent has evolved into one of the leading talent recruitment and retention firms for the Architecture, Interior Design, Engineering, Retail, and Manufacturing industries. Our defined area of expertise and ability to continually adapt to the unique needs of our clients allow us to provide focused, individualized service. For all active Interior Talent job listings, please visit Jobs.InteriorTalent.com CONFIDENTIALITY & PROFESSIONALISM: We assist with the entire process so that looking into a new opportunity is discreet and confidential - we highly value your current position and will never do anything that would bring your future into jeopardy EXPERTISE: In the industry since 2003 - we are your advocate, and WE GET IT - we know making a career decision is difficult, and we're here for you throughout the whole process **********************

Administrative Assistant - Greenwich, CT - Hybrid 4 days in office - Salary + Bonus Our client, a prominent, global private investment firm focused on Real Estate, is looking for an Administrative Assistant to support the CFO and team of their Family office. In this dynamic role you will handle both administrative and bookkeeping duties and partner with key stakeholders at all levels. This is an exciting opportunity to work with a collaborative team at a top firm around the world and build your administrative career! This position reports to the office in Greenwich, CT 4 days/ week onsite, 1 day remote Compensation package includes base + bonus and benefits RESPONSIBILITIES Create, maintain, and edit documents, spreadsheets, and presentations. Organize and keep track of financial records, including recording payments and wires, tracking invoice statuses, and ensuring timely documentation of transactions. Manage capital calls and investment documentation for high net-worth family portfolio Write checks and assist with basic accounts payable/receivable tasks, ensuring accuracy and proper documentation. Monitor and reconcile financial transactions across multiple currencies; familiarity with currency conversions is a plus. Act as a gatekeeper taking messages and passing along calls in a timely and professional manner Coordinate internal and external meetings including room reservations, equipment set-up, and meeting material preparation (e.g., presentations, agendas). Process expense reports in Concur, ensuring compliance with the Travel & Expense Policy. Arrange all travel for executives including flights, hotels, car rentals, and car services through the Amex travel desk. Track team PTO and sick days. Perform ad-hoc assignments as requested. QUALIFICATIONS 2 + years of Administrative and bookkeeping experience Strong organizational skills, attention to detail is crucial Proficiency in Microsoft office - Word, PowerPoint, and Excel Excellent time management, organizational and interpersonal skills; Resourceful, well organized, highly dependable, efficient and detail oriented; Hands-on problem solver; High level of discretion and ability to handle sensitive and confidential information Team player with flexible attitude Bachelor's Degree preferred 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 Executive Assistant (EA) will be a trusted partner, providing proactive administrative, organizational, and project support. This individual will manage complex calendars, coordinate domestic and international travel, prepare executive-level presentations, and ensure smooth day-to-day operations for fast-moving leaders. The ideal candidate is highly organized, anticipatory, discreet, and thrives in a dynamic, high-growth environment. Key Responsibilities Executive Support Manage complex, shifting calendars; prioritize meetings, resolve conflicts, and ensure leaders are prepared for every engagement. Coordinate travel logistics, including itineraries, accommodations, ground transportation, and expense reconciliation. Serve as the primary point of contact between executives and internal/external partners; ensure timely and accurate communication. Draft, edit, and prepare high-quality correspondence. Maintain strict confidentiality regarding sensitive information. Operational & Administrative Excellence Organize and coordinate team meetings. Track action items, follow up on deadlines, and help ensure initiatives move forward as planned. Manage inbox triage and prioritization to support executive focus on critical items. Process invoices, expenses, and procurement-related administrative workflows with accuracy and timeliness. Cross-Functional Coordination Liaise with internal stakeholders to support initiatives and information flow. Partner closely with other executive assistants to support companywide rhythms of business and leadership meetings. Project-Based Contributions Support the team's initiatives by assisting with research, data summaries, presentation formatting, and meeting preparation. Help drive special projects as assigned, ensuring clarity of objectives, timelines, and deliverables. Required Qualifications 7+ years of Executive Assistant experience supporting VP-level or C-suite leaders (supporting multiple executives a strong plus). Exceptional organizational skills and attention to detail. Proven experience managing complex calendars and high-volume scheduling. Strong proficiency in Microsoft Office Suite (Slides/PowerPoint, Sheets/Excel, Docs/Word). Experience arranging travel. Excellent written and verbal communication skills. Ability to exercise strong judgment, discretion, and confidentiality. Demonstrated ability to operate independently in a fast-paced, frequently changing environment. Personal Attributes Proactive, anticipatory, and able to think several steps ahead. Calm under pressure and able to handle ambiguity. Highly reliable, accountable, and committed to exceptional execution. Professional demeanor with strong interpersonal skills. Service-oriented mindset with a “no task too big or too small” approach. What you'll earn: 401(k) with employer match Medical, dental, and vision insurance PTO, company holidays, and parental leave Paid training and certifications Legal assistance and identity protection Pet insurance Employee assistance program (EAP) About the company QXO is the largest publicly traded distributor of roofing, waterproofing, and complementary building products in the United States. The company aims to become the tech-enabled leader in the $800 billion building products distribution industry and generate outsized value for shareholders. QXO is targeting $50 billion in annual revenues within the next decade through accretive acquisitions and organic growth.

Executive Assistant - Private Equity A well-established alternative investment firm is seeking a poised and highly capable Executive Assistant to provide seamless support to a group of senior and mid-level professionals. This role sits in a dynamic, fast-paced environment where professionalism, discretion, and attention to detail are essential. About the Role: We're looking for someone proactive, resourceful, and confident juggling multiple priorities at once. This individual will serve as a key operational partner to the team-ensuring schedules run smoothly, travel is flawlessly organized, and meeting logistics are handled with care and efficiency. Key Responsibilities: • Coordinate and manage complex calendars, meetings, and schedule changes • Screen and handle calls, emails, and correspondence with a polished and professional approach • Arrange domestic and international travel, including comprehensive itineraries • Prepare, track, and submit monthly expense reports accurately and on time • Support meeting logistics-conference room setup, catering, materials, and agendas • Assist with presentations and documentation for internal and external discussions • Maintain updated contact lists, filing systems, and shared resources • Manage highly confidential information with discretion and sound judgment • Balance and execute competing priorities and deadlines in a fast-moving environment Qualifications: • Bachelor's Degree preferred • 2+ years of experience as an Executive or Administrative Assistant, ideally within financial services • Strong proficiency across Microsoft Office Suite (Outlook, Word, Excel) • Outstanding organizational skills and meticulous attention to detail • Excellent written and verbal communication abilities • Dependable, professional, and composed under pressure • Collaborative mindset, positive attitude, and strong sense of ownership • Ability to excel in a high-performance, fast-paced setting Compensation & Benefits: The firm offers a competitive compensation package and a comprehensive benefits suite designed to support overall well-being and work-life balance. Employees enjoy modern office spaces, robust health and retirement coverage, paid time off, curated meal and wellness perks, and select seasonal flexibility.

Receptionist / Legal Administrative Assistant A well-established New York personal injury defense law firm is seeking a professional, reliable Receptionist with light legal administrative skills. The Legal Assistant/Receptionist provides essential administrative and client-facing support to ensure the smooth and efficient operation of the law office. This role combines frontline reception duties with legal administrative tasks, requiring professionalism, strong organizational skills, and the ability to handle confidential information with discretion. Core Responsibilities Front Desk & Reception Greet clients, visitors, and vendors in a professional and courteous manner. Answer, screen, and route incoming calls; take accurate messages and follow firm protocols. Maintain a polished, organized, and welcoming reception area. Provide general, non-legal information to clients and route substantive inquiries to attorneys. Communicate professionally with insurance carriers, court personnel, experts, and vendors as directed. Legal & Administrative Support Prepare, format, and proofread correspondence/reports and basic legal documents at attorney direction. Assist with electronic filing and document submission, including NYSCEF when required. Organize and maintain electronic and physical client files. Enter and update case information in the firm's case management system (e.g., Clio). Assist with mail, deliveries, scanning, and document tracking. Provide general administrative support to attorneys and staff as needed. Skills & Qualifications Required: Prior experience as a receptionist or administrative assistant. Strong communication, phone etiquette, and customer service skills. Strong organizational skills and attention to detail. Ability to maintain confidentiality and handle sensitive information. Proficiency in Microsoft Office Suite and comfort learning new systems. Preferred (Not Required): Prior law firm or professional services experience. Familiarity with legal terminology or litigation support. Experience with legal case management software such as Clio. Personal Attributes Highly reliable and punctual. Detail-oriented with strong proofreading skills. Calm under pressure and able to manage competing priorities. Adaptable and willing to learn new systems and processes. Team-oriented but capable of working independently. Work Environment Office-based, front-desk position in a fast-paced New York litigation environment with daily client interaction.

Epicured | Culinary Project Assistant Pay: $55,000 annual salary Job Title: Culinary Project Assistant Job Type: Full-Time (Monday - Friday 9am-6pm) Why Epicured? Epicured is on a mission to combat and prevent chronic disease, translating scientific research into high-quality food products for patients nationwide. Our evidence-based approach brings together the best of the clinical and culinary worlds to help people eat better, feel better, and live better one meal at a time. By joining our Culinary team, you'll support critical work at the intersection of food, healthcare, and innovation - helping to ensure that every meal we create meets Epicured's exacting standards for nutrition, consistency, and quality. Role Overview Epicured is seeking a Culinary Project Assistant to support recipe data management, scaling, and nutritional accuracy within our Culinary Resource Planning (CRP) system, Gally. Working directly with our Chief Culinary Officer, and Executive Chef this role plays a central part in translating culinary creativity into operational precision across our Healing Foods Facility. This position is ideal for someone analytical, organized, and excited to blend culinary operations with data-driven systems. Key Responsibilities Input, maintain, and verify recipe data in Gally, Epicured's Culinary Resource Planning (CRP) system. Partner closely with the Chief Culinary Officer & Executive Chef on recipe entry, nutrition outputs, scaling calculations, and production-ready formatting. Serve as a liaison between the Culinary team and Gally to resolve issues, test features, and optimize workflows. Ensure accuracy of ingredients, yields, portion sizes, allergen flags, and nutritional outputs across all recipes. Support culinary operations in organizing recipe files, updating documentation, and standardizing formats across teams. Assist with various culinary projects, including new product development, menu updates, and process improvements. Qualifications Bachelor's degree required. 1-3 years of experience in data analysis, production systems, or culinary operations support. Strong analytical skills and excellent attention to detail. Comfortable navigating database-driven tools or ERP-like platforms. Strong communication and collaboration skills; ability to work with chefs, operations teams, and technical partners. Preferred Qualifications Spanish-speaking preferred. Background in nutrition, food science, or culinary operations. Experience with recipe management software or ERP systems. Compensation & Benefits Salary Range: 55,000 Benefits include: 401(k) Health, Dental, and Vision insurance Unlimited Paid Time Off (PTO) Employee meal discounts Growth opportunities within Epicured's Culinary and Operations teams Equal Employment Opportunity Epicured is proud to be an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate on the basis of age, race, creed, color, national origin, religion, gender, sexual orientation, gender identity or expression, disability, veteran status, or any other protected status under federal, state, or local law. How to Apply Apply via job board or email your resume to *********************** with the subject line “Culinary Project Assistant - Glen Cove.”

Personal / Executive Assistant (PA / EA) Employment Type: Full -Time About Us We are leaders in the healthcare mental health industry, managing back -office operations for multiple clinics. Our mission is to deliver exceptional support to enhance efficiency and service quality. As a rapidly growing organization, we seek a highly adaptable Personal and Executive Assistant to streamline operations, optimize productivity, and enable our leadership team to focus on top -level strategic priorities. Position Summary The Personal / Executive Assistant (PA / EA) will work closely with multiple executives, providing a mix of administrative, operational, managerial, and personal support. The ideal candidate is highly organized, proactive, tech -savvy, and an excellent communicator who thrives in a fast -paced environment. This role is crucial in ensuring that time and resources are utilized efficiently, handling both business and personal tasks as needed. Key Responsibilities Administrative & Executive Support Manage executives' calendars, schedule meetings, and prioritize appointments. Prepare meeting agendas, take detailed minutes, and send recap notes with action items. Draft, edit, and proofread correspondence, reports, and presentations. Handle confidential documents and sensitive information with discretion. Office & Operations Management Oversee daily office operations, ensuring an organized and efficient workspace. Manage office supplies, vendor relationships, and maintenance needs. Coordinate team schedules, meetings, and office activities/events. Assist with HR -related administrative tasks, such as onboarding support. Project & Task Management Update and maintain CRM and project management systems. Track and oversee task delegation, ensuring timely completion. Assist with workflow optimization and process improvements. Personal & Lifestyle Management Handle personal errands, reservations, and household/vendor coordination. Manage personal travel arrangements, including flights, hotels, and itineraries. Assist with purchasing and order management, including gifts and personal items. Provide support for family or personal engagements as needed. Operational Efficiency & Business Development Support Act as a gatekeeper, managing access to executives and aligning priorities. Provide ad -hoc support for interviews, event attendance, and travel coordination. Assist with networking, business research, and recruitment efforts. Communication & Coordination Serve as a liaison between executives, internal teams, and external stakeholders. Foster a positive and collaborative work environment. Relay updates, messages, and priorities to relevant parties. RequirementsQualifications & Requirements 3+ years of experience as an Executive Assistant, Personal Assistant, or similar role. Strong organizational, time management, and multitasking skills. Excellent written and verbal communication skills. Tech -savvy with experience in CRM, project management tools, and Microsoft/Google Suite. Ability to handle confidential and sensitive information with discretion. Strong problem -solving skills and ability to work independently. A proactive attitude and the ability to anticipate needs before they arise. Flexibility to handle both professional and personal responsibilities. Preferred Qualifications Experience in healthcare, mental health, or corporate executive support. Familiarity with Zoho, Notion, Asana, or similar tools. Background in event coordination, HR support, or business development. BenefitsCompensation & Benefits: Salary Range: $65,000-$85,000 annually, based on experience and qualifications. Performance Bonuses: Annual bonus opportunities based on individual and company performance. Full Benefits Package: Medical insurance with company contribution. Full dental, vision, and life insurance. 401k with up to 4% company matching. Time Off: 15 days PTO annually. 6 paid holidays off. Sick days (as per NY State). Professional Development: Annual training allowance for courses, certifications, or conferences. What We Offer: A dynamic and collaborative work environment. Opportunities for professional growth and development. The chance to make a significant impact in a growing company.

Run errands both business and personal Make appointments Schedule meetings Schedule events business and personal etc.

Job Title: Administrative Clerk 🕒 Schedule: Full-Time 💰 Pay: $25.00/hr - $29.00/hr Onsite Why Join SMG ABA LLC? At SMG ABA LLC, we take pride in being more than just an accounting firm. We foster a unique team spirit that sets us apart, guided by core values and a drive for excellence. As a six-time Inc. 5000 company, we are committed to success, growth, and innovation. With headquarters in Islandia, NY, and additional offices in NYC and Florida, we provide a vibrant and collaborative environment where your contributions are recognized, achievements are celebrated, and career growth is supported. What We Offer: ✅ Almost 100% employer-paid Medical Insurance premiums ✅ Dental and Vision insurance coverage ✅ 401(k) with company match ✅ Ancillary insurance options available ✅ Paid Time Off to recharge and balance life ✅ Employee Volunteer Program with extra PTO for community service ✅ Professional development with a mentor program and onsite paid continuing education ✅ Engaging team-building events and outings Your Role as an Administrative Clerk: As an Administrative Clerk, you will play a critical role in ensuring smooth billing operations, accurate reporting, and efficient workflow processes. This role requires strong organizational skills, attention to detail, and the ability to handle multiple priorities in a fast-paced environment. Key Responsibilities: 🔹 Billing Ensure time is posted and invoices are processed in QBO and Axcess True-up time and billing; progress bill initial retainers Handle bookkeeping billing and review unbilled WIP Reconcile software bill backs and oversee renewals Manage PTET estimates, postage, and 1099s 🔹 Accounts Receivable (AR) Run AR reports and monitor client accounts Track ACH payments and send payment reminders Provide client lists for collection calls 🔹 Payments & Onboarding Oversee payments and review billing for onboarding clients 🔹 Workflow Run project setup lists and verify accuracy Create and update templates, roles, and notifications 🔹 Other Duties as Assigned What You Need to Succeed: ✔ Key Competencies: Strong communication skills, both written and verbal Excellent organizational skills and high attention to detail Ability to manage multiple tasks in a deadline-driven environment Proficiency in Microsoft Office Suite and QuickBooks Online ✔ Qualifications: High school diploma or equivalent required; Associate's or Bachelor's in Business, Accounting, or related field preferred Previous experience in an administrative role, ideally in accounting or financial services Familiarity with bookkeeping and accounting principles is a plus Important Information: 🚨 SMG ABA LLC participates in E-Verify to confirm employment authorization. The E-Verify process is completed alongside the Form I-9 on or before your first day of work. For details, visit ************* and search “E-Verify.” 📢 Apply Today! Take the next step in your career with SMG ABA LLC-where teamwork, growth, and opportunity come together. Pay Range USD $25.00 - USD $29.00 /Hr.

Benefits: Company parties Competitive salary Flexible schedule Free uniforms Opportunity for advancement Job SummaryWe are seeking a Marketing Assistant to join our team! As our Marketing Assistant, you will be following up on leads, updating CRM data, and working towards overall marketing goals. You will also be creating social media advertisements and posts, creating video content, maintaining ads, and designing promotional material. The ideal candidate is creative, is familiar with both social media platforms and design concepts, and has experience working with editing platforms for content creation. You will also be responsible for basic general office tasks such as answering calls, entering data into the CRM, keepong track of payments and scheduling jobs. Responsibilities Create, edit, and post social media marketing of all kinds, including text posts, pictures, informative long-form articles, and video content Maintain a strong online presence that represents the company Follow up on potential leads, both via phone and email as needed Qualifications Strong written and verbal communication skills Familiarity with video and photo editing Strong organizational skills Strong attention to detail Benefits/Perks Competitive Compensation Great Work Environment Career Advancement Opportunities Pay Pay is $17-$25 an hour Pay is based on experience and knowledge 5 sick days per year Compensation: $17.00 - $25.00 per hour The team at Foundation Crack Repair has been paving the way for Long Island home and business owners for many years. In that time we have gained a loyal clientele that knows that we have their best interest at heart. We know that the foundation of your Long Island home or business needs to remain strong and well-maintained. This is for the safety and well-being of your family or your employees. We are available to you on a flexible basis and work with any budget.

Job Description Job Title: Administrative Clerk

Administrative Support Assistant (temporary) - Employee Health & Wellness At Stony Brook Medicine, the Administrative Support Assistant with Employee Health & Wellness is a valuable member of our Human Resources team. The position provides front-desk, customer focused administrative support for the Employee Health & Wellness Department. Qualified candidates will demonstrate superior communication and organization skills while adhering to our high standard of excellence. The qualified candidate functions as a resource to employees, office staff, and the Director of Employee Health and Wellness. Duties of this Administrative Support Assistant include but are not limited to the following: Significant interaction and coordination with Hospital Human Resources related to new employee pre-employment physicals, employee annual assessments and related issues. Assist with the preparation, distribution and follow-up on employees that are not compliant with the annual physical assessment. Assists the director with effective and efficient office flow and operations, working with office staff to keep on schedule to meet the high-volume demands of the office. Ensure timely and accurate data entry, review and audit. Greet employees, answer questions, and provide information regarding protocol and policies of the office. Responsible for scheduling annual and pre-employment appointments for employees. Arrive and discharge employees in the office as well as in Cerner and IDX. Work with admitting to ensure effective interactions and to minimize errors. Manage the day to day preparation of employee paperwork for MDs/Pas/RNs in the department; creating, pulling and filing charts and copying records (hardcopy and electronic). Manage supplies, order supplies and re-stock forms for charting and operation of EH&W Department using hospital systems. Actively participate in department activities, events, meetings and huddles. The selected candidate will be offered a temporary appointment. Temporary appointments ordinarily shall be given only when an employee's initial appointment in the University is made to a position vacated by a professional employee who is serving a probationary appointment pursuant to Title C, section 5, or Title D, section §6 of the SUNY Policies of the Board of Trustees. A temporary appointment is also appropriate whenever a position has been vacated by an employee on approved leave. A temporary appointment is one that may be terminated at any time. Qualifications: Required Qualifications: Associate's degree and a minimum of 2 years of experience in an outpatient office (physician office, clinic) with high volume face to face patient/customer interaction. Experience with Electronic Medical Records. Proficient in Microsoft Office Suite. Must have excellent customer service, communication and interpersonal skills. Must be highly organized and able to multitask. Preferred Qualifications: Experience using Cerner, IDX, PeopleSoft. Prior experience with a physician office scheduling system. Experience working directly with Human Resource Services. Experience in an Employee Health/Occupational Medicine type clinic. Special Notes: Resume/CV should be included with the online application. Posting Overview: This position will remain posted until filled or for a maximum of 90 days. An initial review of all applicants will occur two weeks from the posting date. Candidates are advised on the application that for full consideration, applications must be received before the initial review date (which is within two weeks of the posting date). If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date. Please note, that if no candidate were identified and hired within 90 days from initial posting, the posting would close for review, and possibly reposted at a later date. _________________________________________________________________________Stony Brook Medicine is a smoke free environment. Smoking is strictly prohibited anywhere on campus, including parking lots and outdoor areas on the premises. All Hospital positions maybe subject to changes in pass days and shifts as necessary. This position may require the wearing of respiratory protection, which may prohibit the wearing of facial hair. This function/position maybe designated as “essential. ” This means that when the Hospital is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at Stony Brook Medicine, Stony Brook University Hospital and related facilities. Prior to start date, the selected candidate must meet the following requirements:Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook Medicine's Employee Health Services*Complete electronic reference check with a minimum of three (3) professional references. Successfully complete a 4 panel drug screen*Meet Regulatory Requirements for pre employment screenings. Provide a copy of any required New York State license(s)/certificate(s). Failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer. *The hiring department will be responsible for any fee incurred for examination. ________________________________________________________________________Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws. If you need a disability-related accommodation, please call the University Office of Equity and Access at *************. In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here. Visit our WHY WORK HERE page to learn about the total rewards we offer. Stony Brook University Hospital, consistent with our shared core values and our intent to achieve excellence, remains dedicated to supporting healthier and more resilient communities, both locally and globally. Anticipated Pay Range:The salary range (or hiring range) for this position is $45,372 - $58,366 / year. The above salary range represents SBUH's good faith and reasonable estimate of the range of possible compensation at the time of posting. The specific salary offer will be based on the candidate's validated years of comparable experience. Any efforts to inflate or misrepresent experience are grounds for disqualification from the application process or termination of employment if hired. Some positions offer annual supplemental pay such as:Location pay for UUP full-time positions ($4000) Your total compensation goes beyond the number in your paycheck. SBUH provides generous leave, health plans, and a state pension that add to your bottom line. Job Number: 2504268Official Job Title: TH Staff Assistant IIJob Field: Administrative & Professional (non-Clinical) Primary Location: US-NY-Stony BrookDepartment/Hiring Area: HR - Employee Health & WellnessSchedule: Full-time Shift :Day Shift Shift Hours: 8:00 AM - 4:30 PM Pass Days: Sat, SunPosting Start Date: Dec 8, 2025Posting End Date: Mar 9, 2026, 3:59:00 AMSalary:$45,372 - $58,366 / TotalSalary Grade:SL1SBU Area:Stony Brook University Hospital

Administrative Support Assistant (temporary) - Employee Health & Wellness At Stony Brook Medicine, the Administrative Support Assistant with Employee Health & Wellness is a valuable member of our Human Resources team. The position provides front-desk, customer focused administrative support for the Employee Health & Wellness Department. Qualified candidates will demonstrate superior communication and organization skills while adhering to our high standard of excellence. The qualified candidate functions as a resource to employees, office staff, and the Director of Employee Health and Wellness. Duties of this Administrative Support Assistant include but are not limited to the following: Significant interaction and coordination with Hospital Human Resources related to new employee pre-employment physicals, employee annual assessments and related issues. Assist with the preparation, distribution and follow-up on employees that are not compliant with the annual physical assessment. Assists the director with effective and efficient office flow and operations, working with office staff to keep on schedule to meet the high-volume demands of the office. Ensure timely and accurate data entry, review and audit. Greet employees, answer questions, and provide information regarding protocol and policies of the office. Responsible for scheduling annual and pre-employment appointments for employees. Arrive and discharge employees in the office as well as in Cerner and IDX. Work with admitting to ensure effective interactions and to minimize errors. Manage the day to day preparation of employee paperwork for MDs/Pas/RNs in the department; creating, pulling and filing charts and copying records (hardcopy and electronic). Manage supplies, order supplies and re-stock forms for charting and operation of EH&W Department using hospital systems. Actively participate in department activities, events, meetings and huddles. The selected candidate will be offered a temporary appointment. Temporary appointments ordinarily shall be given only when an employee's initial appointment in the University is made to a position vacated by a professional employee who is serving a probationary appointment pursuant to Title C, section 5, or Title D, section §6 of the SUNY Policies of the Board of Trustees. A temporary appointment is also appropriate whenever a position has been vacated by an employee on approved leave. A temporary appointment is one that may be terminated at any time. Qualifications: Required Qualifications: Associate's degree and a minimum of 2 years of experience in an outpatient office (physician office, clinic) with high volume face to face patient/customer interaction. Experience with Electronic Medical Records. Proficient in Microsoft Office Suite. Must have excellent customer service, communication and interpersonal skills. Must be highly organized and able to multitask. Preferred Qualifications: Experience using Cerner, IDX, PeopleSoft. Prior experience with a physician office scheduling system. Experience working directly with Human Resource Services. Experience in an Employee Health/Occupational Medicine type clinic. Special Notes: Resume/CV should be included with the online application. Posting Overview: This position will remain posted until filled or for a maximum of 90 days. An initial review of all applicants will occur two weeks from the posting date. Candidates are advised on the application that for full consideration, applications must be received before the initial review date (which is within two weeks of the posting date). If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date. Please note, that if no candidate were identified and hired within 90 days from initial posting, the posting would close for review, and possibly reposted at a later date. _________________________________________________________________________Stony Brook Medicine is a smoke free environment. Smoking is strictly prohibited anywhere on campus, including parking lots and outdoor areas on the premises. All Hospital positions maybe subject to changes in pass days and shifts as necessary. This position may require the wearing of respiratory protection, which may prohibit the wearing of facial hair. This function/position maybe designated as “essential. ” This means that when the Hospital is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at Stony Brook Medicine, Stony Brook University Hospital and related facilities. Prior to start date, the selected candidate must meet the following requirements:Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook Medicine's Employee Health Services*Complete electronic reference check with a minimum of three (3) professional references. Successfully complete a 4 panel drug screen*Meet Regulatory Requirements for pre employment screenings. Provide a copy of any required New York State license(s)/certificate(s). Failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer. *The hiring department will be responsible for any fee incurred for examination. ________________________________________________________________________Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws. If you need a disability-related accommodation, please call the University Office of Equity and Access at *************. In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here. Visit our WHY WORK HERE page to learn about the total rewards we offer. Stony Brook University Hospital, consistent with our shared core values and our intent to achieve excellence, remains dedicated to supporting healthier and more resilient communities, both locally and globally. Anticipated Pay Range:The salary range (or hiring range) for this position is $45,372 - $58,366 / year. The above salary range represents SBUH's good faith and reasonable estimate of the range of possible compensation at the time of posting. The specific salary offer will be based on the candidate's validated years of comparable experience. Any efforts to inflate or misrepresent experience are grounds for disqualification from the application process or termination of employment if hired. Some positions offer annual supplemental pay such as:Location pay for UUP full-time positions ($4000) Your total compensation goes beyond the number in your paycheck. SBUH provides generous leave, health plans, and a state pension that add to your bottom line. Job Number: 2504268Official Job Title: TH Staff Assistant IIJob Field: Administrative & Professional (non-Clinical) Primary Location: US-NY-Stony BrookDepartment/Hiring Area: HR - Employee Health & WellnessSchedule: Full-time Shift :Day Shift Shift Hours: 8:00 AM - 4:30 PM Pass Days: Sat, SunPosting Start Date: Dec 8, 2025Posting End Date: Mar 9, 2026, 3:59:00 AMSalary:$45,372 - $58,366 / TotalSalary Grade:SL1SBU Area:Stony Brook University Hospital

Job DescriptionPatient Experience & Administrative Associate Job Title: Medical Office AssistantLocation: Garden City, NYType: Full-time, In-office, W2Compensation: $30.00 - $32.50 per hour, overtime eligible, benefits eligible Type: Full-time, onsite. Standard hours are 8:45 AM to 4:45 PM, with occasional adjustments as needed to support clinic operations. About UsAt Keta Medical Center, we are redefining how mental health care is delivered. As a growing healthcare organization specializing in innovative ketamine therapy, our mission is to improve the lives of millions struggling with depression and related conditions.With locations across New York and New Jersey, we create an environment where patients feel truly cared for and where our team members are supported, respected, and empowered to grow with us. We foster a supportive, collaborative environment where both patients and team members feel valued and empowered. Position OverviewJoin us in transforming mental health! We are seeking a professional, driven, organized, and empathetic Patient Experience & Administrative Associate to join our team. This role is ideal for someone who is passionate about empathetic patient care, and wants to be part of a mission-driven organization that is scaling rapidly.As a key member of our front-office and administrative team, you will play an essential role in ensuring patients have a seamless experience while supporting the day-to-day operations that keep our clinics running smoothly.Our clinics operate 7 days a week, 9 AM - 9 PM, with full-time schedules based on clinic coverage needs. What You'll Do Deliver an exceptional patient experience: warmly welcome patients, oversee check-in/check-out process including payments, and ensure they feel comfortable and supported throughout their visit. Coordinate patient communication & scheduling: collaborate closely with clinicians, liaisons, other administrative team members to optimize workflows and deliver a seamless patient experience. Support accurate billing and insurance processes: verify insurance, track payments, and clearly communicate with patients about coverage and next steps. Manage communication channels: answer incoming patient calls with warmth, professionalism and consistently while effectively handling patient inquiries. Ensure timely, compassionate follow-up at all times| Keep operations organized: maintain systems, patient and medical records in compliance with HIPAA, and flag operational needs to ensure clinics run smoothly at all times. What We're Looking For 1+ of administrative, operations experience in a healthcare, startup, hospitality or customer-facing environment A degree in healthcare administration or equivalent work experience preferred Excellent verbal and written communication skills with a professional, empathetic demeanor Highly organized, detail-oriented, and proactive in problem-solving Familiar with programs such as Salesforce, EMR systems, G-Suite, Microsoft Office, and adaptable to new platforms and systems Ability to adapt, multitask in a fast-paced environment while remaining calm, positive, and patient-focused Compensation & Benefits Competitive pay: Travel reimbursement for assignments at distant locations (when required) Supportive, mission-driven team culture with opportunities for growth as the organization expands Why Join Us?This is your opportunity to build a career in healthcare operations while making a direct impact on patient lives. You'll work alongside a passionate, dedicated team, gain exposure to innovative practices in mental health care, and play a vital role in shaping an organization that is growing quickly.If you're professional, organized, and motivated to make a difference, we'd love to hear from you. Visit ketamc.com E04JI802h2c2408gxik

Acadia (NYSE:AKR), headquartered in Rye, New York, Acadia Realty Trust (NYSE:AKR) is an equity real estate investment trust focused on delivering long-term, profitable growth via its dual - core and investment management - platforms. Our energized team is accomplishing this goal by building a best-in-class, location-driven core real estate portfolio with meaningful concentrations of assets in the nation's most dynamic urban and street-retail corridors, including those in New York, Chicago, Los Angeles, San Francisco, Washington DC, Dallas, and Boston. At the same time, we manage opportunistic and value-add investments through our investment management platform. Acadia is currently seeking a qualified intern to join its Lease Administration team, who can participate in the full cycle of tenant interaction, from lease negotiations and tenant on-boarding to tenant vacating the premises at the end of its term. This is an onsite paid internship based in Rye, New York. This 10-week program will commence on May 26, 2026 and conclude on August 6, 2026. Interns are assigned a mentor who will provide guidance throughout the duration of their internship. Interns will be encouraged to learn as much as possible about Acadia and how all of the various departments inter-relate during their experience with us. The intern should be prepared to work in a fast-paced team environment and will finish the internship having gained broad experience in Leasing matters from the landlord side of commercial real estate. INTERNS WILL BE EXPOSED TO & PROVIDE SUPPORT IN THE FOLLOWING AREAS: Assist in all phases of tenant accounts, billing and collections. Preparation and billing of periodic Common Area Maintenance (CAM), Real Estate Tax (RET) and Insurance (INS) reconciliations. Regular monitoring of tenant accounts, including tenant contact information and account status. Communicating between departments in regards to possible resolution of tenant disputes. Daily application of payments from the tenant Lock Box, bank deposits and wire transfers. Process rent increase letters and monthly statements. Assist in creating, renewing, vacating and expiring leases in our financial database (MRI). Be a liaison between tenant and landlord as well as an inter-departmental conduit between acquisition, development, legal, leasing, construction, accounting and property management teams. Assist in handling all building and tenant improvements and the required lease documentation. Assist with various tasks related to managing the Acadia annual real estate tax expenses and tax appeals process including annual NYC filings. Requirements: Must be enrolled in a college degree program at an Accredited Institution, business or communication a plus Must have completed junior year of college Must be able to work onsite in Rye, NY Ability to work 40 hours per week Must have a GPA of 3.0 or above Must have unrestricted work authorization in the US without a visa or sponsorship Desired Characteristics: Highly Self-motivated Ability to prioritize challenging work schedule/multi-task Strong written and verbal communications skills Proficient in Microsoft Office, particularly Excel Internship Benefits Overview Acadia's internship program offers a unique opportunity to gain hands-on experience in the dynamic field of commercial real estate, supported by a robust structure designed to foster both professional and personal growth. Key benefits include: 401(k) Retirement Savings Plan Eligibility Interns are eligible to participate in our 401(k) retirement savings plan, offering a head start on long-term financial planning. Daily Stipend for Lunch Pre-Tax Commuter Savings Convenient Commute from NYC with Shuttle Service to/from Harrison Metro North Station to Rye Office Campus Dedicated Mentorship Each intern is paired with a dedicated mentor who provides guidance, feedback, and career development support throughout the program. Immersive Industry Experience Interns gain comprehensive exposure to the commercial real estate industry through: Cross-functional team engagement Onsite property tours for real-world context A collaborative, hands-on group project Direct access to CEO and senior leadership team This immersive program is designed to provide meaningful insights into our business and culture, equipping interns with valuable skills and connections for their future careers. An estimate of the current compensation for this position is $20.00 - 23.00 an hour. Apply online at ************************************************** Acadia Realty is an Equal Opportunity Employer - Veteran/Disability

Job Description Acadia (NYSE:AKR), headquartered in Rye, New York, Acadia Realty Trust (NYSE:AKR) is an equity real estate investment trust focused on delivering long-term, profitable growth via its dual - core and investment management - platforms. Our energized team is accomplishing this goal by building a best-in-class, location-driven core real estate portfolio with meaningful concentrations of assets in the nation's most dynamic urban and street-retail corridors, including those in New York, Chicago, Los Angeles, San Francisco, Washington DC, Dallas, and Boston. At the same time, we manage opportunistic and value-add investments through our investment management platform. Acadia is currently seeking a qualified intern to join its Lease Administration team, who can participate in the full cycle of tenant interaction, from lease negotiations and tenant on-boarding to tenant vacating the premises at the end of its term. This is an onsite paid internship based in Rye, New York. This 10-week program will commence on May 26, 2026 and conclude on August 6, 2026. Interns are assigned a mentor who will provide guidance throughout the duration of their internship. Interns will be encouraged to learn as much as possible about Acadia and how all of the various departments inter-relate during their experience with us. The intern should be prepared to work in a fast-paced team environment and will finish the internship having gained broad experience in Leasing matters from the landlord side of commercial real estate. INTERNS WILL BE EXPOSED TO & PROVIDE SUPPORT IN THE FOLLOWING AREAS: Assist in all phases of tenant accounts, billing and collections. Preparation and billing of periodic Common Area Maintenance (CAM), Real Estate Tax (RET) and Insurance (INS) reconciliations. Regular monitoring of tenant accounts, including tenant contact information and account status. Communicating between departments in regards to possible resolution of tenant disputes. Daily application of payments from the tenant Lock Box, bank deposits and wire transfers. Process rent increase letters and monthly statements. Assist in creating, renewing, vacating and expiring leases in our financial database (MRI). Be a liaison between tenant and landlord as well as an inter-departmental conduit between acquisition, development, legal, leasing, construction, accounting and property management teams. Assist in handling all building and tenant improvements and the required lease documentation. Assist with various tasks related to managing the Acadia annual real estate tax expenses and tax appeals process including annual NYC filings. Requirements: Must be enrolled in a college degree program at an Accredited Institution, business or communication a plus Must have completed junior year of college Must be able to work onsite in Rye, NY Ability to work 40 hours per week Must have a GPA of 3.0 or above Must have unrestricted work authorization in the US without a visa or sponsorship Desired Characteristics: Highly Self-motivated Ability to prioritize challenging work schedule/multi-task Strong written and verbal communications skills Proficient in Microsoft Office, particularly Excel Internship Benefits Overview Acadia's internship program offers a unique opportunity to gain hands-on experience in the dynamic field of commercial real estate, supported by a robust structure designed to foster both professional and personal growth. Key benefits include: 401(k) Retirement Savings Plan Eligibility Interns are eligible to participate in our 401(k) retirement savings plan, offering a head start on long-term financial planning. Daily Stipend for Lunch Pre-Tax Commuter Savings Convenient Commute from NYC with Shuttle Service to/from Harrison Metro North Station to Rye Office Campus Dedicated Mentorship Each intern is paired with a dedicated mentor who provides guidance, feedback, and career development support throughout the program. Immersive Industry Experience Interns gain comprehensive exposure to the commercial real estate industry through: Cross-functional team engagement Onsite property tours for real-world context A collaborative, hands-on group project Direct access to CEO and senior leadership team This immersive program is designed to provide meaningful insights into our business and culture, equipping interns with valuable skills and connections for their future careers. An estimate of the current compensation for this position is $20.00 - 23.00 an hour. Apply online at ************************************************** Acadia Realty is an Equal Opportunity Employer - Veteran/Disability

Job Title: Business Administration Associate Employment Type: Full -Time Industry: Property Management / Real Estate Compensation: $65,000 About Us We are a collaborative, people -focused property management organization committed to delivering exceptional service to our residents, employees, and partners. As we grow, we're looking for a detail -oriented and motivated Business Administration Associate to join our team. This role is perfect for someone who enjoys supporting operations, working closely with multiple departments, and playing a vital part in keeping our business running smoothly. If you love organization, communication, and being the person others rely on-this may be your next great opportunity. What You'll Do As our Business Administration Associate, you will play an important role in supporting our internal teams and property operations. Key responsibilities include: Financial & System Support Enter NSF transactions into the system and communicate updates to managers. Ensure utilities are paid and accurately posted in Avid and Rent Manager. Verify that GL codes are correct on invoices within Avid. People & Onboarding Coordination Set up all new hires in ADP and ensure all onboarding paperwork is completed. Vendor & Property Coordination Communicate with vendors regarding outstanding invoices while keeping property managers informed. Assist with sending packages, documents, and materials to properties as needed. Support property teams with Rent Manager issues by coordinating calls between the property manager and the RM support team. Knowledge of Zego Payment Systems - Preferred What We're Looking For Strong attention to detail and accuracy Excellent communication skills Comfort working in accounting and operational systems (Avid, Rent Manager, ADP, Zego preferred but not required) Ability to work collaboratively with multiple departments A proactive mindset-you enjoy solving problems before they escalate Dependable, organized, and committed to professional growth Why You'll Love Working Here Supportive, team -centered culture Opportunities to learn and grow within the organization Meaningful work that helps our properties, residents, and teams thrive A stable and respected employer in the property management space How to Apply If this role sounds like a great fit for your skills and career goals, we'd love to hear from you. Please submit your resume directly through Indeed. We look forward to connecting with you!

Make us your new Home. Help us accelerate the growth of our expanding medical services firm! The Personal and Administrative Assistant will play a pivotal role in supporting the CEO and ensuring the seamless operation of many important functions. This position is ideal for a proactive, detail-oriented professional who excels in managing diverse tasks and thrives in a dynamic work environment. In this role, you will provide essential support in managing daily activities and ensuring smooth operations for the CEO. This position offers an unparalleled opportunity to work closely with top leadership, providing invaluable support and contributing to their productivity and success. RESPONSIBILITIES: Supports directly as the go-to person for all needs, including daily administration, calendar management, travel schedule, project coordination, answering calls, etc. May serve as a spokesperson and serves as point of contact with vendors, partners, contractors, consultants, clients, etc. Provides general administrative support. Makes administrative decisions and takes action in CEO's absence. Engage in tasks that support the proper functioning of my personal and professional life, including schedules, travel, activities, among other categories. Arrange travel including flights, ground transportation, lodging, dining and other activities. Help to coordinate functions, events and other activities. Purchasing of household supplies and groceries. Maintain a digital rolodex, update when necessary. Coordinate and effectuate mailings such as cards, invitations. Planning/executing events and parties. Research and execute special projects. Be responsible for “gifting” and delivery of gifts. Create files, spreadsheets and other documentation of certain matters, as necessary. Prepare reports and other materials. Manage healthcare reimbursement, if necessary. Run errands. Keep CEO's home organized and neat. Assist with administrative duties: scheduling appointments, planning travel arrangements, checking emails, answering and making phone calls. Take care of household upkeep and maintenance Sourcing contractors and other personnel to resolve house/house-hold repairs, developing new amenities, etc. Overseeing any repairs, new projects Managing daily/weekly upkeep of the home and its various components Handle bills. Light Housekeeping. Pet (Dog) care. Other related types of duties as assigned/requested by employer. EDUCATION, EXPERIENCE, AND LICENSE REQUIREMENTS: High school diploma, GED, or equivalent required. Bachelor's degree preferred. Client services experience a plus. SKILLS, KNOWLEDGE, AND ABILITIES: Proven ability to manage a flexible schedule. Always available, mobile, and open to travel. Exemplary planning and time management skills. Outstanding verbal and written communications skills. Ability to interact with high profile clients and executives. Adaptable. Organized. Detail-oriented. Friendly/personable. Discreet. Problem solver/resourceful. Excellent interpersonal skills. Multitasker. Self-starter/takes initiative. Works well under pressure. SOFT SKILLS: Possess positive attitude and highly communicative interpersonal skills. Always exhibit polite and professional communication. Team-oriented. Excellent customer service. PAY: Commensurate dependent upon experience, competencies, and qualifications. Neuro Alert is an Equal Opportunity Employer. Employment with Neuro Alert is at-will.