Administrative assistant jobs in Stratford, CT

Our client, a Connecticut based hedge fund is seeking a highly organized, discreet, and proactive Personal/Executive Assistant to provide seamless support to the Chief Executive Officer. The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, and is comfortable operating with the utmost professionalism and confidentiality. The position will be located in Greenwich, CT AND New York City (3 days/week from the CEO's home office in Greenwich CT and 1-2 days/week from the NYC office). MUST HAVE A CAR. Job Details COMPANY: Hedge Fund ROLE: Personal/Executive Assistant LOCATION: 3 days in the CEO's home office in Greenwich, CT and 2 days in NYC Midtown office with some flexibility to WFH at times Hours: 9:00am-5:00pm with flexibility to work early mornings, evenings and weekends as needed Salary: $140k-$175k base DOE + Bonus Eligible + Great Benefits! Degree: Highly Preferred MUST HAVE A CAR Responsibilities will include but are not limited to: Personal Assistance Household & Lifestyle Management: Coordinate with household staff, property managers, and service vendors for multiple residences. Schedule maintenance, oversee vendors, and ensure properties are operating smoothly. Event & Party Planning: Plan and execute personal and firm-related events, including the CEO's annual summer party and holiday (Christmas) party, attended by large guest lists of employees, family, and professional contacts. Manage all aspects of event logistics, from venue selection, catering, décor, entertainment, and transportation to invitation management and day-of coordination. Coordinate with multiple vendors including event planners, florists, caterers, photographers, and rental companies to ensure every detail is executed flawlessly. Oversee invitation design and distribution, track RSVPs, and manage guest communications with professionalism and discretion. Maintain event budgets, timelines, and vendor contracts, ensuring cost-effectiveness while delivering a refined, high-quality experience. Serve as the primary liaison between the CEO, guests, and vendors, ensuring that all logistics and presentations reflect the firm's culture and the CEO's preferences. Personal Scheduling & Logistics: Manage personal calendars, appointments, and commitments, ensuring alignment with professional obligations. Handle errands, reservations, and travel arrangements for the CEO and family as needed. Anticipate personal needs: birthdays, holidays, and travel; ensuring thoughtful preparation and organization. Regularly provide driving support for the CEO, family members, and guests, ensuring punctual, safe, and discreet transportation. Discretion & Trust: Handle all personal and professional information with the highest level of confidentiality. Serve as a trusted confidant and representative of the CEO, maintaining composure and discretion at all times. Navigate sensitive and time-critical issues with tact and minimal supervision. Executive Support Calendar & Meeting Management: Proactively manage a complex and rapidly changing calendar, ensuring the CEO's time is optimized and priorities are aligned with strategic objectives. Coordinate and confirm meetings with investors, senior leadership, and external partners, balancing competing demands with efficiency and tact. Prepare daily and weekly agendas and briefing materials to ensure the CEO is fully informed and prepared for all engagements. Communication & Correspondence: Act as the primary point of contact for all communication to and from the CEO, demonstrating exceptional judgment and professionalism. Draft, proofread, and manage confidential correspondence, reports, and presentations with attention to detail and tone. Screen, prioritize, and respond to emails and calls, ensuring timely follow-up and alignment with the CEO's preferences. Meeting Preparation & Follow-Up: Organize and support investor, board, and leadership meetings by coordinating logistics, preparing presentations, and managing materials. Record and track action items, ensuring timely completion by responsible parties. Maintain a high level of awareness of ongoing projects, priorities, and business developments. Travel Coordination (Occasional): Plan and execute detailed domestic and international travel arrangements, including commercial and private flights, accommodations, ground transportation, and meeting logistics. Prepare comprehensive travel itineraries with contact lists, schedules, and materials to ensure seamless travel experiences. Remain on-call for travel adjustments and urgent needs, providing real-time problem-solving support. Qualifications Bachelor's degree required. 5+ years of experience supporting a senior executive, ideally within financial services, or a similar fast-paced environment. Must have a car Exceptional written and verbal communication skills. Strong organizational, time management, and prioritization abilities. Advanced proficiency with Microsoft Office (Outlook, Excel, PowerPoint, Word) and comfort with modern productivity tools. Proven ability to handle confidential information with integrity and professionalism. Highly responsive, composed under pressure, and capable of anticipating needs before they arise. Understanding/experience within the field of health and fitness a plus.

The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations. Responsibilities Calendar management for executives Aid executive in preparing for meetings Responding to emails and document requests on behalf of executives Draft slides, meeting notes and documents for executives Qualifications Bachelor's degree or equivalent experience Proficient in Microsoft Office suite Experience in managing multiple priorities, administrative coordination, and logistics Well-organized, detail-oriented, ability to multi-task with great follow-up skills Strong written and verbal communication skills

Hours: Monday-Friday | 8:30 AM - 5:00 PM Contract-to-Hire Are you a highly organized, proactive professional ready to make an impact in a fast-paced healthcare environment? We're seeking a polished Executive Assistant to support senior leaders at a respected medical organization. This is a high-visibility role where your work will help keep executives on track, informed, and ahead of the curve. What You'll Do Be the right hand to one or more Executives-manage calendars, travel, meetings, and sensitive communications. Draft correspondence, create professional documents, and maintain organized digital files. Build and analyze spreadsheets, reports, charts, and presentations-PowerPoint is your playground. Represent executives in meetings-take notes, track follow-ups, and present when needed. Support Board-level activities: prep materials, schedule meetings, attend sessions, and maintain accurate minutes and records. Coordinate responses to inquiries or complaints and act as a liaison with staff, physicians, visitors, and external partners. Manage conference room bookings, office supplies, and general administrative operations. Assist with annual meetings, special projects, and strategic initiatives. What We're Looking For Bachelor's degree in Business or a related field. 5+ years supporting Executive-level leadership. Clear, confident, and professional communication skills. Advanced proficiency in Microsoft Word, Excel, PowerPoint, Visio, and other office software. Strong interpersonal skills and comfort engaging with executives, board members, and external stakeholders. Ability to create charts, graphs, and reports-and explain the insights behind them. A master multitasker who thrives in fast-paced environments and can prioritize with judgment and discretion. Why Join? Collaborate with senior leaders, make a tangible impact on organizational operations, and enjoy a competitive salary and benefits, along with stability and a role that truly matters. Ready to Apply? We're interviewing now! Click “APPLY” to get started.

We are currently seeking a highly organized and detail-oriented Administrative Assistant to provide administrative support to two Executives. The EAA will manage a wide range of administrative and executive support-related tasks and must be able to work independently, maintaining a high level of professionalism and confidentiality. This role will also provide some support to the VP of Sales and two other Executives as needed. This is a Hybrid, Monday through Friday, 9am to 5pm role. Responsibilities: Manage multiple executive calendars, schedule appointments, and reconcile scheduling conflicts. Process and track travel and expense reports for the CEO and other Executives. Enter, analyze, extract, and manipulate data in Microsoft Excel. Prepare and review sales reports, presentations and other documents. Process invoices and expense reports in a timely manner. Coordinate and organize meetings, including preparing materials such as presentation books and PowerPoint presentations. Arrange domestic and international travel accommodations, including flights, hotels, and transportation. Assist in various projects, meetings, and provide support to other Administrative Assistants as needed. Must Have Qualifications: Must have a minimum of 5 years of experience providing Administrative support to Senior Executives. Must have advanced knowledge of Microsoft Excel (Formulas, VLOOKUP, Pivot Tables) Excellent written and verbal communication skills. Exceptional organizational skills with keen attention to detail Strong time management skills and ability to meet deadlines Experience with handling confidential information with discretion

About Walden Walden Environmental Engineering is a Long Island-based environmental consulting and engineering firm dedicated to building sustainable communities and solving complex environmental challenges for public and private clients. Our team blends technical excellence, curiosity, and integrity in everything we do. About the Role We are seeking a Part-Time Administrative Assistant to support our President, Joseph Heaney III, with a variety of organizational and administrative tasks. The ideal candidate is proactive, detail-oriented, and professional, with strong communication and time- management skills. The candidate will exhibit 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. Key Responsibilities Manage and coordinate the President's calendar, including scheduling internal and external meetings. Schedule appointments with existing clients and prospective contacts based on provided lists. Act as an email gatekeeper and review, prioritize, and organize communications for response or delegation. Provide daily morning updates to the President summarizing scheduled tasks, meetings, and action items. Create and edit PowerPoint slides and internal documents, ensuring consistency and professional formatting. Maintain organization across shared files, notes, and to-do lists. Support ad-hoc administrative or special projects as needed. Qualifications Bachelor's degree or equivalent experience. 3+ years of administrative or executive support experience, preferably in a professional services environment. Strong proficiency in Microsoft Outlook, PowerPoint, Word, and Excel. Excellent written and verbal communication skills. Proven ability to manage multiple priorities and maintain confidentiality. Positive attitude, professionalism, and initiative to anticipate needs. Ability to multitask Schedule Part-time (approx. 20-25 hours per week, flexible schedule). On-site in Oyster Bay, NY, with potential hybrid flexibility.

Executive Assistant - Private Equity A leading alternative investment management firm is seeking an experienced and highly organized Executive Assistant to support a team of senior and mid-level professionals. This is a fast-paced, professional environment that values discretion, attention to detail, and strong communication skills. About the Role: The ideal candidate will be proactive, adaptable, and capable of managing multiple priorities with precision. You'll play a key role in ensuring day-to-day operations run seamlessly - from managing complex calendars to coordinating travel and preparing meeting materials. Key Responsibilities: Manage and organize complex calendars, schedule internal and external meetings, and resolve scheduling conflicts Handle incoming calls and correspondence with professionalism Coordinate domestic and international travel arrangements, including detailed itineraries Prepare and process monthly expense reports accurately and promptly Support meeting logistics, including conference room setup, catering, and materials preparation Assist with presentations, agendas, and documentation for internal and external meetings Maintain and update contact lists and files Manage sensitive and confidential information with discretion Prioritize and execute multiple projects and deadlines simultaneously Qualifications: Bachelor's Degree preferred 2+ years of experience as an Executive or Administrative Assistant, ideally within a financial services Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel) Exceptional organizational and time management skills Excellent written and verbal communication abilities Strong judgment, reliability, and professional demeanor Positive, team-oriented attitude and a strong sense of accountability Ability to thrive in a fast-paced, high-performance environment Compensation & Benefits: The firm offers a competitive compensation package and a comprehensive range of benefits designed to support employee health, well-being, and work-life balance. Perks include modern offices in prime locations, generous coverage across health and retirement plans, paid time off, select meal and wellness offerings, and seasonal flexibility.

Introduction Western Connecticut State University (WCSU) is a constituent unit of the Board of Regents for Higher Education (BOR), Connecticut State Colleges and Universities. As one of the State of Connecticut institutions of higher learning, this university offers undergraduate and graduate programs that weave together liberal arts and professional education and instill a desire for life-long learning. We are recruiting for a full-time Secretary 2 position to support the Nursing department located at WCSU's Midtown Campus, located at 181 White Street in Danbury, CT. WHAT WE CAN OFFER YOU: * Visit our new State Employee Benefits Overview page! * Professional growth and development opportunities * A healthy work/life balance to all employees POSITIONS HIGHLIGHTS: * Full-time * 40 hours per week * Work Shift: Monday - Friday, 8:00am - 4:30pm ABOUT THE ROLE: The incumbent in this role will be responsible for the full range of secretarial support duties as well as a wide variety of functional coverage and back-up support as needed to faculty and staff, to include: * Serving as a welcoming professional and student-centered, first point of contact for students, faculty and staff; * Providing support to the Department Chairperson, along with providing general support to department faculty; * Calendar management; * Generating, processing, maintaining, and filing contracts for part-time faculty; * Generating, processing, maintaining and filing contracts for outside agencies; * Administering time sheets through CORE-CT; * Preparing honorariums, faculty workload forms, travel forms, purchase requisitions; * P-card tracking, maintaining budget accounts; * Creating correspondence as well as proofreading correspondence by the chairs or others in the department; * Submitting maintenance requests, ordering and maintaining office supplies; * In consultation with the Chairperson, giving permissions and overrides to students via Banner; * Accepting applications, documents and checks for annual department events; * Compiling data for report preparation; * Preparing, tracking and distributing various reports. Selection Plan For Assistance in Applying: Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Reference Library for additional support throughout the recruitment process. Before You Apply: * Meet Minimum Qualifications: Ensure you meet the Minimum Qualifications listed on the job opening by the job closing date. You must specify your qualifications on your application. The minimum experience and training requirements listed must be met by the close date on the job opening, unless otherwise specified. * Educational Credits: List your earned credits and degrees from accredited institutions accurately on your application. To receive educational credits towards qualification, the institution must be accredited. If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the contact listed below. * Resume Policy: Per Public Act 21-69, resumes are not accepted during the initial application process. As the recruitment process progresses, candidates may be required to submit additional documentation to support their qualification(s) for this position. This documentation may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the request and discretion of the hiring agency. * Preferred Shift/Location: Select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift. * Timely Submission: All application materials must be received by the job posting deadline. You will be unable to make revisions once you officially submit your application to the State. Late submissions are rarely accepted, with exceptions only for documented events that incapacitate individuals during the entire duration of the job posting. Request exceptions by emailing Human Resources at ***************. * Salary Calculations: For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other. * Note: The only way to apply to this posting is via the 'Apply' or 'Apply Online' buttons on the official State of Connecticut Online Employment Center job posting. After You Apply: * Referral Questions: This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire's expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). * Prepare For An Interview: Interviews are limited to those whose experience and training are most aligned with the role. To prepare, review this helpful Interview Preparation Guide to make the best impression! * Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks. * The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class. * Note: This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State employees, available at ****************** Questions? We're here to help: Due to high volume, we are unable to confirm receipt or provide status updates directly. For recruitment updates, please check your Personal Status Board and review our Frequently Asked Questions. If you have additional questions about the recruitment process, reach out to Human Resources at ********************. PURPOSE OF JOB CLASS (NATURE OF WORK) In a state agency this class is accountable for independently performing a full range of secretarial support functions requiring an understanding of organizational policies and procedures. EXAMPLES OF DUTIES Performs a variety of secretarial duties as described in the following areas: * TYPING: * Using computers, tablets, and other electronic equipment, formats and types a full range of correspondence, reports, bills, drafts, etc. from rough draft, transcription, dictated notes, etc.; * Proofreads for content; * Edits using knowledge of grammar, punctuation and spelling. * FILING: * Designs office filing systems; * Organizes and maintains files (including confidential files); * Maintains, updates and reviews reference materials and manuals. * CORRESPONDENCE: * Composes complex letters and/or memoranda, etc. (e.g., explaining department practices/policies) for own or supervisor's signature. * REPORT WRITING: * Compiles information from a variety of sources and prepares narrative or statistical reports, exercising judgment in the selection of items to be included. * INTERPERSONAL: * Greets and directs visitors; * Answers phones and screens incoming calls; * Provides advice to callers regarding policy and procedures (e.g., citing a regulation to solve a specific problem); * Coordinates with others both within and outside of the organization on a variety of non-routine matters. * PROCESSING: * Screens letters, memos, reports and other materials to determine action required; * May make recommendations to the supervisor. * SECRETARY: * Arranges and coordinates meetings (including space and equipment); * Researches, assembles and coordinates meeting materials (e.g., charts, graphs, reports); * Writes minutes of meetings, lectures, conferences, etc. from rough draft; * Takes notes and/or meeting minutes; * Prepares expense accounts; * Makes travel arrangements. * OFFICE MANAGEMENT: * Maintains an inventory of supplies and equipment; * Orders supplies when necessary; * Completes, processes and maintains paperwork for purchasing (e.g., orders, requisitions, invoices, etc.); * Maintains time and attendance records; * Assists in preparing and monitoring the office budget (e.g., compiles figures, reviews statistical reports, verifies expense items); * Designs and initiates new forms and procedures to facilitate workflow; * Performs related duties as required. KNOWLEDGE, SKILL AND ABILITY * Considerable knowledge of * office systems and procedures; * proper grammar, punctuation and spelling; * Knowledge of * business communications; * department's/unit's policies and procedures; * business math; * Skills; * interpersonal skills; * oral and written communication skills; * Ability to * schedule and prioritize office workflow; * operate office equipment which includes computers, tablets, and other electronic equipment; * operate office suite software; * take notes (shorthand, speedwriting or other method acceptable to the supervisor). MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE Three (3) years of experience above the routine clerk level in office support or secretarial work. MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE One (1) year of the General Experience must have been as a Secretary 1 or its equivalent. MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED College training in the secretarial sciences may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling one-half (1/2) year of experience to a maximum of two (2) years. PREFERRED QUALIFICATIONS Preference will be given to applicants with the following experience/training: * Excellent written and verbal communication * Pleasant telephone and reception demeanor * Attention to detail, accuracy and proofreading experience * Proven experience in Microsoft Office, including Excel, Outlook, Teams and Word * Budgeting experience * Experience with Banner * Customer service experience * Front desk reception experience * Office management experience Conclusion AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.

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.

About Us: Over the course of our 30-year history, ABC Stone has had the honor of forging relationships with the world s premier architects, designers, and visionaries. We pride ourselves on being an essential resource and trusted partner to our clients. We understand that no two projects are ever the same, which is why our service is tailored to the exact needs of our clients. At this exciting time in our company, ABC stone has an opportunity for an experienced Accounting Administrative Assistant with extensive resale certificate experience to join our growing team. Job Summary: Provides administrative support to ensure efficient operation of the office. Has excellent communication skills, ability to multitask, and prioritize work in a fast-paced environment. The Accounting Administrative Assistant is a crucial part of our team, providing support to ensure the smooth operation of our organization. To be successful in this role, the ideal candidate will have prior advanced experience specifically focusing on the maintenance and verification of sales tax exemption and resale certificates. This individual will be detailed oriented, organized and possess strong administrative and communication skills to ensure tax compliance and facilitate smooth sales transactions. The Accounting Administrative Assistant will work under moderate supervision and will be gaining or has attained full proficiency in payables and receivables discipline. Supervisory Responsibilities: None. Duties/Responsibilities: Data entry of non-inventory bills Enter all owner distributions weekly/monthly as well as all rent, property tax or utility bills from landlords Create & maintain Accounts Payable documents and records in both electronic and physical formats Due & Paid. Record & obtain supporting documentation of expenses Deposit checks in bank account via remote deposit (A/R) Office purchasing - order, maintain, track & stock for all Amazon and office vendors (Supplies spreadsheet & toner spreadsheet for budgeting) Receive and distribute incoming mail General account reconciliations & recordkeeping as directed Maintain daily truck sheet (electronically) Responsible for all vendor autopayments, retrieval of online invoices, entering and maintaining payments (utilities, electric and internet for all locations) Pay all online & vendor portal bills, & enter and apply payments in SPS Assist with Supplier payments, retrieving and filing confirmations. Entering exchange rates and confirmations in accounting software (SPS) Maintain accounting email research, distribute/address accordingly Reconcile vendor accounts via monthly statements Assist in all general daily AP & AR office functions Ability to grow into the role of A/R back-up support Knowledge of and exposure to Resale Certificates (request, obtain, explain & keeping up to date records in company system). Certificate Management Review, process, and track all incoming resale certificates Maintain and update an accurate, organized database of all current and valid certificates Work proactively to collect renewed and updated certificates from customers to ensure continued tax compliance Compliance Support Verify the validity of certificates received, ensuring meeting state specific requirements Identify and flag expired, missing or invalid certificates Collect necessary information from clients to resolve certificate-related issues Administrative Support Respond to client and internal inquiries regarding resale certificates in a professional and timely manner Prepare reports as needed and requested by Management Upload, file, and enter Communication Communicate with clients to request, follow-up on and confirm certificate Collaborate with sales, A/R Supervisor, Controller and CFO to address sales tax-related issues Assist in EOM activities and procedures to ensure that all vendors are up to date Communicate with vendors regarding billing/account issues, ACH & autopayments Add new vendors in system & obtain W9 for filing/reporting Enter new daily bank activity (payments & journal entries) Mail all vendor/supplier checks as directed Support general office operations by performing various administrative tasks as needed Overtime as needed, due to needs of the business may at times be mandatory Performs other related duties as assigned. Required Skills/Abilities: Must be able to work independently or as part of a team Must have a strong work ethic and desire to contribute to a growing company Must be reliable, proactive, and able to maintain a high level of professionalism and confidentiality. Excellent verbal and written communication skills. Excellent interpersonal and customer service skills. Excellent organizational skills and attention to detail. Excellent time management skills with a proven ability to meet deadlines. Strong analytical and problem-solving skills. Ability to prioritize tasks and to delegate them when appropriate. Ability to function well in a high-paced and at times stressful environment. Accomplished lead member of a successful team implementing sales tax software (Avalara a plus) Proficient with Microsoft Office Suite or related software. Experience with Avalara software or similar software required Education and Experience: High school diploma or equivalent, Associate s Degree in Business Administration or Accounting Principles preferred Certification in office administration with Bookkeeping Proven experience as an administrative assistant or relevant experience Strong knowledge of office procedures and administrative tasks Experience in an accounting, finance, or sales environment, particularly with tax-related documents is essential Proficient in MS Office (Word, Excel, Outlook, PowerPoint) Experience with database management and electronic filing systems (Avalara a plus) Exceptional organizational and time management skills Excellent written and verbal communication skills Ability to prioritize and multitask in a fast-paced environment Strong attention to detail and problem-solving skills Critical thinking skills and ability to resolve administrative issues Cooperative attitude with an ability to work as part of a team At least two years related experience required (3 preferred). Physical Requirements: Prolonged periods of sitting at a desk and working on a computer. Must be able to lift up to 15 pounds at times. Salary commensurate with experience Salary range $26 - $33. Compensation will be aligned with your expertise and experience. Salary will be determined based on a candidate's skills, education, and relevant work experience. Please Note: This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the employee(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at will relationship. The company is an equal opportunity employer, drug-free workplace, and complies with ADA regulations as applicable.

Job DescriptionBenefits: Company parties Competitive salary Flexible schedule Free uniforms Opportunity for advancement We 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

Job Description Job Title: Professional Administrative Assistant for Accounting Firm Schedule: Full-Time | Monday - Friday | 8:45 am - 5:30 pm Salary: $55,000 - $65,000 annually What's In It for You: Comprehensive Benefits: Employer-supported medical insurance, dental and vision plans, with additional ancillary options. Retirement Savings: 401(k) plan with employer matching to help you secure your future. Work-Life Balance: Generous paid time off, allowing you to recharge and spend time with loved ones. Community Involvement: Participate in our employee volunteer program with additional time off for making a difference. Professional Growth: Benefit from our mentor program, onsite paid continuing education, and opportunities for career development. Engaging Work Environment: Join team-building events and outings that foster a positive and collaborative workplace culture. Job Summary: As the Administrative Assistant at SMG ABA, LLC, you'll be the voice and face of our firm. You will handle a wide range of tasks including managing executive projects, assisting with accounting functions like accounts payable and receivable, billing, and tax returns. Your role will also involve managing workflows, scheduling meetings, and ensuring smooth communication within the firm. This is an excellent opportunity to develop your skills in a fast-paced, growth-oriented environment. Key Responsibilities: Greet staff and clients with professionalism and positivity. Collaborate closely with senior administrative staff. Serve as a key point of contact between clients and staff. Manage and update workflow systems and contact lists. Draft and distribute emails, memos, letters, faxes, and forms. Scan and maintain data management systems. Assist with accounts payable, accounts receivable, billing, and tax return processes. Efficiently manage communications, calls, emails, and meetings. Provide courteous support to clients, visitors, and staff. Manage office supplies, including inventory, ordering, and cost-saving research. Participate in firm recruiting, team-building, and other events. Assist with various tasks and special projects as needed. What You'll Need: At least 2 years of experience as an Administrative Assistant, with exposure to accounting, AP, AR, tax, bookkeeping, and billing. An Associate degree or higher is preferred; a High School diploma or equivalent is required. Proficiency in MS Office Suite and general computer skills. Excellent written and verbal communication abilities. Strong organizational skills, with the ability to multi-task and stay self-motivated. Ability to maintain confidentiality and handle sensitive information with discretion. Professional demeanor and strong customer service orientation. Physical ability to sit for extended periods. About SMG ABA LLC: At SMG ABA LLC, we pride ourselves on being more than just an accounting firm. With a unique team spirit and commitment to our core values, we have become a six-time Inc. 5000 company, consistently achieving success and growth. With headquarters in Islandia, New York, and additional offices in New York City and St. Petersburg, Florida, we offer a dynamic work environment where each team member's contributions are valued and rewarded. Join us and be part of a team that values hard work, encourages growth, and celebrates achievements together. Apply Today!

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.

Exceptional Service, Endless Improvement, Passionate People, Honest and Forthright. Guided by our values, we foster a culture of growth, balance, and belonging where every team member can thrive. Due to growth, we are currently seeking to add an Administrative Intern to our exceptional team. This will be a very dynamic position where your responsibilities will change daily, and you will play a critical role in helping our team continue to succeed. You will need to be outgoing, a team player, organized, and detail-oriented. Responsibilities Assist with administrative and general office duties as needed. Support ongoing projects such as on-site deliveries, drop-offs, and internal errands. Organize office spaces and assist associates in ways that optimize daily operations. Learn to navigate and utilize our internal ticketing system. Restock office supplies, snacks, and groceries to maintain a welcoming environment. Handle interoffice mail runs between our Middletown and Stamford locations. Help coordinate and set up internal company events and team gatherings. Manage company vehicle scheduling and transport vehicles for routine maintenance or service. Pick up breakfast or lunch orders for the team when needed. Provide hands-on support for team members and departments on a per diem basis with special projects or ad hoc needs. Requirements Availability to work a minimum of 20-30 hours per week. Must be at least 18 years of age. Valid driver's license in good standing required. A strong desire to learn, grow, and take initiative. Reliable, positive, and willing to lend a hand wherever needed Benefits Paid internship! Supportive, team-oriented culture where everyone helps each other succeed. Fun, energetic environment with frequent company events. Opportunities to gain hands-on experience and learn new skills. The satisfaction of knowing your work keeps everything running smoothly! Charles IT offers a comprehensive benefits package, including medical, dental, vision, life and disability insurance, paid holidays, PTO, 401(k), and performance-based bonuses. Team members also enjoy ongoing training, professional development, quarterly team-building events, and a collaborative workplace culture. Commitment to Inclusion: Charles IT is an equal opportunity employer committed to fostering an inclusive and respectful work environment. We welcome diverse backgrounds and perspectives and do not discriminate based on any protected characteristic.

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.

Job Description Are you highly organized, calm under pressure, and experienced in scheduling? Scribner Pest and Wildlife Control is looking for a full-time Administrative Assistant - Office Scheduler to join our team and help keep our operations running smoothly. In this role, you report directly to our home office in Danbury, CT, and play a vital role in making sure our technicians are where they need to be-on time and ready to help our customers. What you can expect: Competitive pay, commensurate with experience A supportive, professional team that values your contributions A key position in a growing company where your skills truly make a difference If you're ready to bring your expertise to a pest control company that's on the rise, we'd love to hear from you. Apply today and take the next step in your career with Scribner Pest & Wildlife Control! ALL ABOUT US Scribner Pest & Wildlife Control stands as a beacon of reliability and expertise in the realm of pest and wildlife management. With a seasoned background in the industry, Robert Scribner has channeled his dedication to ensuring family safety and environmental preservation into the foundation of his business. We foster a familial atmosphere among our employees, creating a friendly and welcoming environment for both staff and customers alike. Join our team, where you can enjoy competitive pay and great benefits while protecting our community from harmful pests! A DAY IN THE LIFE OF OUR ADMINISTRATIVE ASSISTANT - OFFICE SCHEDULER As our Administrative Assistant - Office Scheduler, you're the heartbeat of our office's daily operations. You stay on top of scheduling, keep communication flowing through texts, emails, and phone calls, and ensure every service appointment is set up for success. You respond quickly to client inquiries, help manage collections, and keep everything running smoothly behind the scenes. Every day brings something new, and you thrive on the challenges it presents. Step into a scheduling role where your skills make a difference and your efforts are appreciated. Join our team and help us deliver top-notch service with confidence and care! QUALIFICATIONS 18+ years of age Basic computer skills Ability to learn our scheduling software Comfortable talking on the phone Our ideal candidate is a self-motivated individual who can work effectively independently. Having experience in customer service, office management, and collections within the pest control industry is a plus. YOUR SCHEDULE This full-time administrative scheduling position works in our Danbury, CT office Monday through Friday, between 8 AM and 5 PM. ARE YOU READY TO JOIN OUR PEST CONTROL COMPANY? Our pest control company values efficiency and professionalism in every aspect of our operations, including our hiring process. Our streamlined 3-minute initial application process ensures that talented individuals like yourself can easily take the first step toward joining our team! Become our Administrative Assistant - Office Scheduler today! Job Posted by ApplicantPro

Job Description Job Title: Administrative Clerk

Function: Under the direct supervision of the Office Manager, provides overall clerical and data entry support to the Community Services Staff. Capabilities required: The incumbent must possess basic typing, MS Office and clerical skills; must possess skill and understanding in dealing with telephone contacts and interpersonal relationships with staff members, clients, and the public; accuracy in cash receipts, disbursements and data entry; and the ability to affirm the philosophies, policies, goals and heritage of the agency, together with the ability to apply these philosophies and goals constructively in the performance of duties. Use of capabilities: (illustrated by typical activities) Assists with maintaining program files and their confidentiality; monitors the flow of data collection and ensures records are kept up to date through accurate data entry and clerical duties. Answers and screens incoming telephone calls from referral sources and clients and provides appropriate information. Greets and responds to visitors to the agency, including staff members, clients and their families, and the public. Sorts and distributes incoming and interdepartmental mail. Assists with ordering and maintaining office supplies. Maintains sign-out logs for office equipment. Assists in disbursing petty cash. Provides additional clerical services as assigned. Education/Experience requirements: High School diploma required. 1-3 years clerical experience preferred. Bilingual in Spanish preferred. Shift: Monday - Thursday Work 2pm - 8pm. * $1,000 Sign On Bonus! Monday-Thursday 2pm-8pm. 24 hours a week.

We have two Administrative Accounting Assistant openings in the Watertown area - one full-time and one part-time. These contract-to-hire roles offer $20-23 per hour depending on experience! Our client, a busy and well-established manufacturing company, is seeking dependable, detail-driven Administrative Accounting Assistants to support both their front office and accounting functions. These roles blend administrative responsibilities with light accounting duties, making them ideal for candidates with strong billing and invoicing experience who enjoy variety in their day-to-day work. Schedules Full-Time: Monday-Friday, 9:00 AM - 5:30 PM (40 hours/week) Part-Time: Monday - Friday, 10:00 AM - 2:00 PM (flexible) Key Responsibilities Manage front desk operations: answer phones and assist with general inquiries Enter data and maintain financial records in QuickBooks Desktop Review, process, and reconcile billing and invoices with a high level of accuracy Provide administrative support and assist team members with daily office tasks Support additional accounting-related projects as needed Requirements Proficiency with QuickBooks Desktop Billing and invoicing experience required Prior administrative and/or bookkeeping experience Strong communication, organization, and customer service skills Tech-savvy; manufacturing experience a plus Reliable, adaptable, and detail-oriented Apply today! A.R. Mazzotta is an equal opportunity employer. It is the policy of A.R. Mazzotta to employ, recruit, hire, train and promote individuals without regard to race, color, religious creed, sex, national origin, age, marital status, present or past history of mental disability, intellectual disability, learning disability, or physical disability, religion, political affiliation or belief, pregnancy, ancestry, veteran status, sexual orientation, gender identity or expression or any other status protected by federal, state, or local laws. #R1

Job DescriptionWe have two Administrative Accounting Assistant openings in the Watertown area - one full-time and one part-time. These contract-to-hire roles offer $20-23 per hour depending on experience! Our client, a busy and well-established manufacturing company, is seeking dependable, detail-driven Administrative Accounting Assistants to support both their front office and accounting functions. These roles blend administrative responsibilities with light accounting duties, making them ideal for candidates with strong billing and invoicing experience who enjoy variety in their day-to-day work. Schedules Full-Time: Monday-Friday, 9:00 AM - 5:30 PM (40 hours/week) Part-Time: Monday - Friday, 10:00 AM - 2:00 PM (flexible) Key Responsibilities Manage front desk operations: answer phones and assist with general inquiries Enter data and maintain financial records in QuickBooks Desktop Review, process, and reconcile billing and invoices with a high level of accuracy Provide administrative support and assist team members with daily office tasks Support additional accounting-related projects as needed Requirements Proficiency with QuickBooks Desktop Billing and invoicing experience required Prior administrative and/or bookkeeping experience Strong communication, organization, and customer service skills Tech-savvy; manufacturing experience a plus Reliable, adaptable, and detail-oriented Apply today! A.R. Mazzotta is an equal opportunity employer. It is the policy of A.R. Mazzotta to employ, recruit, hire, train and promote individuals without regard to race, color, religious creed, sex, national origin, age, marital status, present or past history of mental disability, intellectual disability, learning disability, or physical disability, religion, political affiliation or belief, pregnancy, ancestry, veteran status, sexual orientation, gender identity or expression or any other status protected by federal, state, or local laws.#R1