Administrative coordinator jobs in New York - 2,717 jobs

A leading financial institution is seeking a Private Equity Fund Admin Associate to manage daily client deliverables for Private Equity fund administration. The role encompasses maintaining books and records, calculating management fees, and overseeing capital events. Candidates should have a CA/CPA qualification, 4+ years of experience in fund administration, and proficiency in accounting for complex transactions. Strong communication and team collaboration skills are essential for managing client expectations and resolving issues effectively. #J-18808-Ljbffr

Our Batavia, NY location is looking for a detail-oriented Delivery Operations Coordinator to manage scheduling, coordinate with guests, and support our delivery teams. You'll ensure every delivery runs smoothly and every guest has a great experience! What You'll Do: Scheduling & Guest Communication Monitor and organize the inbox daily, responding promptly. Schedule deliveries accurately-confirm addresses, order details, phone numbers, and explain the process clearly. Contact guests to book deliveries, share operating hours, and keep communication consistent. Follow up daily until every delivery is confirmed. Performance & Guest Support Meet or exceed KPIs for scheduling efficiency, on-time delivery, and guest satisfaction. Submit Route Change Forms and Account Reviews, following up to resolve issues. Track deliveries in real-time to ensure accuracy and timeliness. Respond quickly to guest inquiries via Podium and other channels, aiming for one-call resolutions. Take on additional tasks as needed to support the team. What You Bring: Strong computer skills, including typing and Microsoft Office. Clear, professional phone presence. Customer service experience (preferred). Ability to multitask and stay focused in a busy environment. Comfortable sitting for up to 4 hours at a time. High School Diploma or GED. The Environment: Fast-paced office setting that rewards organization and adaptability. Monday-Friday 8AM-430PM, rotating Saturdays 8AM-430PM After training is complete, we can discuss a hybrid work option! Compensation details: 17 Hourly Wage PI693c032a90ce-37***********7

An industry leader in cutting-edge technology and infrastructure solutions is seeking a detail-oriented Administrative Coordinator to join the team in New York City. Who You Are You have 2+ years of experience in high-end corporate services or hospitality Energetic, approachable, and naturally welcoming to guests and colleagues Polished communicator with strong verbal and written skills Organized, proactive, and comfortable juggling a variety of office needs What You'll Do Coordinate visitor flow at the front desk and ensure a smooth, friendly arrival experience Assist executive leadership with administrative projects as needed Manage travel and expense reporting Oversee daily food deliveries and maintain pantry and coffee supplies Support day-to-day office operations, including general upkeep of shared spaces and the kitchen Provide support for events, including company gatherings and celebrations What Success Looks Like Office visitors consistently feel welcomed and well-supported Leadership and employees can rely on smooth, organized administrative support The office remains well-stocked, orderly, and ready for daily operations Events and onboarding activities run seamlessly with strong attention to detail Salary Range: $75,000 - 85,000 annually, based on experience Benefits: Health insurance (only $1 employee contribution!), 4 weeks PTO, free Equinox membership, and more! Location: New York, NY - Fully on site Gainor is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Gainor are based on business needs, job requirements and individual qualifications, without regard to race, color, religion, creed, sex, sexual orientation, gender (including gender identity and expression), age, national origin, immigration status, marital or familial status, citizenship status, ancestry, physical or mental disability, genetic information, reproductive health decision making, veteran or military status, or any other characteristic or status protected under applicable federal, state, or local law.

Executive Personal Assistant to Sole Principal, Securities Brokerage and Insurance Firm/Family Office, Mamaroneck, NY, In-Person, 5 Days A sole owner of a securities brokerage and insurance firm with well-established clients and a family office is looking for an experienced and highly organized “right hand” Executive Personal Assistant. The ideal candidate has at least 5 years of experience supporting a HNW Principal, preferably in the brokerage/ finance space and will like to work at his home office on a daily basis, preferring a small office environment where you will get involved in many projects, personal and professional. About The Job: Serve as the primary administrative support, “right hand” to the principal, managing his calendar, scheduling meetings and prioritizing his in-box, personal and professional. Manage personal and professional projects including a home construction project and house maintenance. Manage commercial real estate holdings Arrange domestic and international travel arrangements Craft and edit emails and other correspondence on his behalf; speak to broker dealers/clients on a regular basis; maintain client and broker dealer files; financial reporting Handle work with charitable organizations Plan dinners, events Track and manage deadlines, priorities, and follow-ups for the principal Expense reporting Personal work; errands and special projects Professional ad hoc projects About You: At least 5 years of experience as an Executive Personal Assistant supporting a HNW C-Suite executive, preferably at a small finance firm or family office. Experience at a brokerage firm also highly desired Bachelor's Degree; finance degree a PLUS Detail-oriented and organized with exceptional problem-solving skills. A great communicator to speak with broker dealer clients with a “high touch” service mentality. Proficiency in Microsoft Office Suite; Advanced Excel Professional, proactive with a warm, calm personality. A desire to work in a small home office Compensation: Competitive salary, annual discretionary bonus, healthcare stipend.

We are seeking an Office Administrative Assistant to manage the front desk of our office in Sag Harbor. This is a key role for us, as this position is the company's first point of contact for our clients, partners and vendors. We are looking for an energetic individual who is well-organized, communicates well and practices excellent time management skills. In addition, this individual should have top-notch customer service skills and be a problem solver. RESPONSIBILITIES: Answers and transfers phone calls, screening when necessary Welcomes and directs visitors and clients Maintains filing systems as assigned Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed Responds to and resolves administrative inquiries and questions Coordinates and schedules travel, meetings, and appointments for managers or supervisors Prepare agendas and schedules for meetings as needed Maintains office supplies and coordinates maintenance of office equipment Order supply for yards and field workers, including uniforms, handheld equipment, etc. Oversees distribution of the mail Oversee the organization and planning of all charitable donations. Create process for requests for donation to be submitted and reviewed Oversee Conference registrations; review process registration forms, review all travel arrangements if required, all restaurant reservations if required Oversee the organization and maintain the permits and renewal calendar Oversee Membership renewals (ex. ASLA, Garden Conservancy, etc.) Manage the renewal of all permit registrations/2290/special permits annually Manage the renewal of landscaper/contractor permits as needed Enter cash receipts QUALIFICATIONS: Excellent verbal and written communication skills Excellent interpersonal and customer service skills Proficient in Microsoft Office Suite or related software Excellent organizational skills and attention to detail Basic understanding of clerical procedures and systems such as recordkeeping and filing Ability to work independently Spanish language proficiency a plus

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 & Graphics Assistant to Senior Director As the Administrative & Graphics Assistant to a Senior Director on Meridian Retail Leasing, you will provide comprehensive support across administrative, operational, and marketing functions, ensuring seamless management of his business and team activities. This role requires strong organizational skills, Salesforce proficiency, attention to detail, and the ability to collaborate effectively across multiple departments. Key Responsibilities: Maintain and update Salesforce account, ensuring all records are accurate and up to date Utilize Salesforce efficiently to track client information, commissions, and other critical data Prepare and print leases for signings Review exclusive agreements, leases, and related documents to extract necessary information Handle general administrative tasks Act as primary point of contact between Senior Director and Meridian operations Create commission calculations Invoice landlords and follow up on outstanding commissions Support invoicing and tracking of commissions Manage all marketing initiatives for Senior Director's team, including Team marketing, listing email blasts, and collateral creation Design and coordinate retail leasing flyers, signage, and area maps highlighting business, transportation, and points of interest around properties Submit traded posts Collaborate with Meridian's Marketing team for marketing requests Manage calendar Coordinate lease hand-offs, key hand-offs, and other logistics with landlords, co-brokers, and clients. Qualifications & Skills: Strong proficiency in Salesforce and general CRM systems. Excellent organizational and multitasking skills. Strong attention to detail and accuracy. Ability to collaborate across departments and manage multiple stakeholders. Graphic design and marketing collateral experience preferred. Flexible and able to work extended hours when necessary Additional Information: Base salary for this position will be determined during the interview process and will vary based on various factors, including but not limited to prior experience, relevant expertise, and geographic location. The expected base salary for the role will generally be between $70,000 and $85,000 per year at the commencement of employment, plus a discretionary bonus. However, the final salary offered may be outside this range based on these factors and individual circumstances.

The Outpatient Administrative Specialist will perform standardized patient check-in and check-out procedures, scheduling new patient appointments including registration activities such as entering and/or verifying demographic, insurance and/or financial information; generates routine forms and other documentation. Will also work with/advise patients on insurance carrier requirements including services not covered and obtains documentation, collects patient co-pays, etc., and tracks/accounts for monies collected on a daily basis. Use of computer systems such as Epic, Word, Outlook, Chartmaxx, etc. is needed. Answers telephone, obtains insurance authorizations, referrals, and manages denial processes. Attends education on insurance changes and updates. Prioritizes incoming mail, faxes and correspondence. Understands the need for ABN's and Waiver of Liability patient signatures. Accepts assignments to other areas as needed. Assists in QI activities. Minimum Qualifications: Associates Degree and two years of relevant patient financial/insurance services experience in a healthcare related setting or equivalent combination of education and experience required. Working knowledge of medical terminology, familiarity with medical coding, and excellent written/oral communication skills required. Ability to multi task all support roles in a high volume setting. Excellent phone customer service and strong computer skills, and keyboarding are necessary Preferred Qualifications: Working knowledge of computer systems such as Epic, Word, Outlook, etc. and understanding of insurances and referrals, preferred. Work Days: M-F Days Hours based on Operation Need Message to Applicants: Recruitment Office: Human Resources Executive Order: Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at ************** or via email at ****************.

Job Purpose: The Administrative Assistant is responsible for all tasks involving the front office and reception area, including proper handling of all incoming calls, incoming mail, and visitors. It is also his/her job to organize and maintain the corporate calendar. This individual is also responsible for maintaining all common areas throughout the office as required. This is a Full-Time Position. *Please email resumes to ************************ Duties and Responsibilities: · Operate Alert's switchboard from 9:00 AM- 6:00 PM; receiving and transferring telephone calls, announcing callers, taking brief messages, and passing these on via e-mail. · Manage the reception area to ensure effective telephone and mail communications. · Open and distribute mail. · Greet and welcome visitors to the Offices between 9:00 AM- 6:00 PM; ensuring they sign in, and informing the relevant staff member of their arrival. · Keep a record of staff and visitors signing in and out of building in the Visitors Book. · Monitor and ensure that the reception area is kept tidy and projects a business-like image. · Manage conference room reservations and organize all aspects of meetings, which includes taking care of any catering arrangements if necessary. · Email or upload customer sales invoices and other communication as needed. · Organize and coordinate meetings for COO, HR Director, and CFO as requested. · Report telephone equipment and line faults to IT manager. · Review and update staff contact and telephone extension lists. Note any changes and advise all staff accordingly. · Ensure that the kitchen is well stocked with milk, sugar, tea, and coffee and alert the proper party when supplies are needed. *Please email resumes to ************************ Skills: · Must be reliable, punctual, and organized. · Must have pleasant phone manner. · Must have familiarity with MS Word and Outlook. Qualifications: Education - High School Diploma or Equivalent Administrative Office Experience/Receptionist Experience: 2 Years (Required) Microsoft Office: 2 Years (Required) Pay Range: $40,000-$55,000 USD *Please email resumes to ************************

A leading, highly respected real estate investment and fund management firm is seeking a high-caliber Administrative Assistant to support senior leadership in a fast-paced, dynamic environment. About the Role This position will provide primary support 2 Managing Directors. The ideal candidate thrives in a hands-on support role, values discretion, and takes pride in being a true administrative partner. Details: Hours: 9:00am-5:30/6:00pm (flexibility required, especially with travel) Compensation: $90,000-$110,000 base (paid hourly) + overtime eligibility + discretionary bonus Location: Hudson Yards, NYC (Onsite 5 days) Responsibilities Include: Heavy calendar management across time zones; anticipating conflicts and handling last-minute changes Extensive domestic and international travel coordination (business + occasional personal) Expense report preparation and processing Acting as a trusted gatekeeper handling sensitive and confidential matters Supporting onboarding, technology setup, and office operations Assisting with presentations, reports, and executive materials Coordinating security-related events and trainings Office organization, supply management, and special projects as needed Providing occasional personal assistance, including private travel arrangements Requirements: 3-5+ years of executive-level administrative experience Experience supporting multiple senior executives Exceptional professionalism, discretion, and maturity Strong organizational skills with the ability to multitask and prioritize Excellent written and verbal communication skills Advanced Outlook skills; proficiency in Word, Excel, and PowerPoint (Visio/Adobe a plus) Comfortable in a fast-paced, high-expectation environment Bachelor's degree required What We're Looking For: Someone who genuinely loves administrative work, is a team player with no ego, and believes no task is too big or too small. This is an opportunity for a career Administrative Assistant who understands the value they bring to leadership and team success.

👩🏻 💻 Job Title : Administrative Assistant (Accounting & HR) 💼 Type: On-site (Monday to Friday) /Full time We are seeking an Administrative Assistant, where you'll play a pivotal role in maintaining financial accuracy, ensuring payroll integrity, and upholding administrative discipline. Based in Holbrook, New York, this on-site position demands a proactive individual who is committed to executing tasks with precision and reliability, allowing the leadership and operational teams to perform without distractions or risks. This role is critical in ensuring that the company operates efficiently and effectively. As the anchor of reliability, your work will directly contribute to the operational excellence and smooth functioning of the company. If you are detail-oriented, proactive, and have a strong sense of ownership, we invite you to apply and become a trusted partner in our journey. Key Responsibilities: Track and manage financial transactions accurately, ensuring timely processing of Accounts Payable and Receivable. Execute weekly payment runs and reconcile bank accounts, credit cards, and expense reports monthly. Maintain complete, organized, and current financial documentation in SAP. Ensure payroll is processed accurately and on time, and manage employee files to be audit-ready. Oversee benefits, workers' compensation, and insurance administration. Handle administrative logistics for trade shows, including registrations, logistics, and payments. Prevent administrative bottlenecks by managing office supplies and needs efficiently. Protect leadership time by managing routine administrative tasks. Requirements: Proven experience in bookkeeping and general accounting. Proficiency in payroll and benefits administration, preferably using ADP. Experience with ERP systems, with SAP being preferred. Strong skills in Excel and Outlook. Excellent documentation, filing, and process management capabilities. Effective written and verbal communication skills. Must be a U.S. Citizen. Nice to Haves: Educational background in Administration, Accounting, or Human Resources. 5 or more years of work experience. Experience in a manufacturing environment.

The Administrative Assistant is responsible for maintaining the smooth day-to-day operations of the office, supporting the finance department, to include weekly payroll processing, administrative tasks, and providing HR support as needed under the guidance of the Chief People Officer. This position requires attention to detail, confidentiality, and strong organizational skills to ensure accuracy and consistency in office and payroll operations. Key Responsibilities Office Administration Serve as the first point of contact for incoming calls and visitors. Maintain office and kitchen supplies; track inventory and reorder as needed. Coordinate incoming and outgoing mail, deliveries, and courier services. Manage copier meter readings, toner inventory, and vendor communication. Organize company files, forms, and records (both paper and electronic). Maintain office supplies, equipment, and vendor relationships; track inventory and reorder as needed. Ensure meeting spaces are prepared and equipped for internal and external meetings. Payroll Administration Collect, verify, and enter weekly employee hours into the payroll system. Process weekly payroll accurately and on schedule. Maintain payroll files, employee pay rate lists, and other related documentation. Prepare certified payroll reports for applicable projects. Assist with payroll-related reporting such as union reports, deductions, and garnishments. Maintain confidentiality of all payroll and employee information. HR Support Assist with new hire onboarding paperwork (W-4, I-9, direct deposit, etc.). Maintain employee files and ensure documentation is complete and organized. Update employee lists and organizational data as directed. Support benefits enrollment or changes under guidance from the Chief People Officer. Assist with compliance tracking (certifications, training records, etc.) as assigned. Assist with filling HR documents and work closely with HR on daily operations and provide additional HR support as needed. General Support Assist with invoicing or accounts payable data entry as needed. Coordinate communication between departments when requested. Be available to support the team with unexpected, time-sensitive tasks and initiatives that arise outside of standard operation. Qualifications 3+ years of office administration experience; experience in payroll preferred. Basic understanding of HR functions and confidentiality standards. Proficiency in Microsoft Office and QuickBooks (or similar accounting software). Strong organizational and communication skills. Ability to prioritize and manage multiple tasks in a fast-paced environment. Supervisory Responsibilities This position does not supervise other employees. Reporting Structure Reports directly to the Controller. Works closely with the Chief People Officer for HR-related tasks and supports the Finance department as needed.

Duties Description Under the supervision of a higher-level maintenance/custodial position or the Superintendent/Manager, Maintenance Helpers perform various custodial and facilities maintenance responsibilities. They often are assigned to tasks and/or provide assistance with activities typical of a variety of trade specialties such as in the areas of carpentry, mechanical, electrical, motor equipment or painting. Such tasks involve the use of the tools and equipment of a trade under very specific instructions. On occasion, incumbents may operate motor vehicles and power-driven equipment. The work may require light, medium and heavy physical effort in cleaning and caring for a building(s) and adjacent grounds area. The position may report to state and/or federal supervisory personnel. Incumbents of this position are considered essential personnel. The position performs responsibilities in accordance with DMNA and labor agreement policies and procedures, and where applicable, requirements and standards of the National Guard Bureau (NGB) - current and as amended. The position may report to state and/or federal supervisory personnel. Responsibilities may include but are not limited to the following: • Perform general grounds maintenance tasks such as clearing sites, mowing lawns, cutting brush and wood, trimming and removing trees and shrubs, maintaining roads and sidewalks, snow and ice removal, collection/pick-up of trash and other obstructions from the building and surrounding areas. • Perform general facilities maintenance such as cleaning common areas, offices and restrooms, painting and moving furniture. • Maintains automotive equipment and other machinery. • Will perform various maintenance duties to ensure the overall facility operations are maintained to meet health and safety standards. • When applicable, the individual will assist with maintenance requirements for the Nonmilitary Use Program. • Will have limited utilization of computers for basic record keeping such as timesheets, work orders, calendaring, data entry, etc. • Periodic overtime may be required • Periodic travel may be required to other facilities; to attend training; or other requirements related to duties as needed. • Other job duties as assigned. • Incumbents of this position are considered essential personnel. Minimum Qualifications Applicants must be physically able to perform moderate to heavy physical labor. Work experience in maintenance, grounds work, construction, or other labor intensive work environment is preferred. Experience working independently with minimal supervision as well as preferred experience working with a crew on maintenance or construction type projects. AND Must possess a valid driver's license to operate a motor vehicle in the State of New York. May be required to acquire and maintain a military driver's license to operate military vehicles and equipment in accordance with NGB standards to include medical evaluation requirements - current and as amended. Must be at least 18 years of age. Must be able to read and write in English. Ability to work comfortably at heights such as climbing ladders, working on scaffolds, platforms and lifts. Ability to push, pull, lift and carry heavy objects and equipment (50+ lbs.). Ability to work in confined spaces in accordance with requirements. Ability to work outside in various temperatures and inclement weather for extended periods of time. Must be able to operate and maintain tools, machinery and equipment required for craft to which assigned. In accordance with NGB standards, will be required to obtain and maintain a favorable background investigation, and have an appropriate clearance to allow access to computer networks and restricted areas to determine suitability, loyalty, and trustworthiness. Minimally a National Agency Check with Inquiry (NACI) will be completed - dependent on current regulation, a SECRET clearance may be required. At all times, the employee MUST maintain minimum standards in accordance with current statutes, agency requirements and directives. Failure to do so will subject the individual to disciplinary action and/or termination. NOTE: Position standards illustrate the nature, extent and scope of duties and responsibilities of the position described. Standards cannot and do not include all of the work that might be appropriately performed by the incumbent. The minimum qualifications above are those which were required for appointment at the time the Position Standards were written. Please contact State Human Resources Management for any further information regarding the position requirements. Additional Comments This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service. Some positions may require additional credentials or a background check to verify your identity. Name State Human Resources Telephone ************ Fax ************ Email Address ****************************************** Address Street New York State Division of Military and Naval Affairs - State Human Resources Management 330 Old Niskayuna Road City Latham State NY Zip Code 12110 Notes on Applying To be considered for an interview, please submit your cover letter and resume to one of the following: BY E-MAIL (PREFERRED METHOD): Send to: ****************************************** Subject line to say: Job Title and Location BY MAIL: New York State Division of Military and Naval Affairs State Human Resources Management 330 Old Niskayuna Road Latham, New York 12110-3514 Attn: Classifications BY FAX: ************** Fax Cover sheet to say: Job Title and Location In your submission, please be sure to indicate which position and location you are applying to. Ensure to CLEARLY note how you meet the minimum qualifications for the position. Be sure to include any specific licenses and/or certification in a skilled trade. Vagueness and omissions will not be resolved in your favor. For questions, please reach out to State Human Resources at **************. This vacancy announcement will be posted until filled. Vacancy announcements can be closed 15 days after the original posting date listed below. ALL CANDIDATES WHO MEET THE MINIMUM QUALIFICATIONS WILL BE CONSIDERED FOR INTERVIEW TO EVALUATE THEIR QUALIFICATIONS, TRAINING AND EXPERIENCE IN RELATION TO THE DUTIES AND REQUIREMENTS OF THE POSITION.

Our client, a Community-Based Violence Prevention Program, is seeking an Administrative Assistant to support their team. The Administrative Assistant plays a vital role in supporting program operations, documentation, and compliance. This position is responsible for maintaining program records, supporting billing and reporting requirements, and providing administrative support to program leadership and staff. The role also assists with marketing materials, coordination with partner agencies, and general office operations. This is a hands-on, in-person role that requires strong organization, attention to detail, and the ability to manage multiple priorities in a fast-paced, mission-driven environment. Location: Bronx, NY (In Person) Employment Type: Full-time Salary Range: $50,000 - $60,000 (commensurate with experience) Key Responsibilities Execute daily administrative and office management tasks Provide administrative support to program leadership Maintain youth participant files, databases, and program records (electronic and hardcopy) Produce monthly billing documentation and milestone reporting in compliance with contracts Ensure quality assurance documentation meets regulatory standards Maintain organized filing systems and databases Serve as the primary point of contact for incoming calls and messages Assist with marketing materials, program forms, and social media support Support correspondence with partner agencies, including juvenile justice entities Manage office supplies and inventory Assist with grant writing and contract compliance Conduct weekly reviews of database entries and contract performance Qualifications Strong administrative and writing skills required Bachelor's degree preferred or equivalent administrative experience Proficiency in Microsoft Word and Excel Experience with billing, invoicing, and milestone tracking Experience working with database systems Highly organized, detail-oriented, and able to multitask under deadlines Bilingual English/Spanish preferred Familiarity with community-based programs is a plus Additional Details Schedule: Monday-Friday; some evening and occasional weekend hours required Work Location: Bronx, NY (in person) Benefits Include: Health and dental insurance 401(k) with matching Paid time off

Executive Assistant Finance and Investment firm is looking for an experienced Executive Assistant. In this role, the Executive Assistant will provide comprehensive Administrative assistance to a Senior Executive and his team. Responsibilities Include: Provide comprehensive administrative support Coordinate complex, senior-level internal/ external meetings and conference calls Handle a high volume of phone calls and interacts with high level business leaders in a professional and effective manner Prepare presentations and other materials for meetings Maintain complex and extremely detailed calendars and prioritizes meeting requests and related logistics Coordinate domestic travel arrangements Process and track expense reports Personal assistant tasks as needed Qualifications Include: Bachelor's Degree preferred Minimum of 3 years of administrative experience Requires excellent interpersonal and communication skills Ability to maintain high standards despite pressing deadlines Demonstrates high degree of integrity and confidentiality Strong organizational skills Team player with a positive attitude Strong proficiency in MS Word, Excel, PowerPoint and Outlook

The Administrative Assistant provides high-level administrative and operational support to attorneys and/or senior professionals, ensuring the efficient day-to-day functioning of the office. This role requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment. Key Responsibilities Provide administrative support including calendar management, meeting coordination, travel arrangements, and expense processing. Prepare, edit, and format correspondence, reports, presentations, and other documents with a high degree of accuracy. Answer and direct phone calls, manage email correspondence, and serve as a professional point of contact for internal and external stakeholders. Maintain and organize electronic and physical files, ensuring confidentiality and compliance with firm policies. Coordinate logistics for meetings, conferences, and client events, including room scheduling and materials preparation. Assist with timekeeping, billing, and expense reporting as applicable. Monitor office supplies and coordinate with vendors to ensure operational continuity. Support ad hoc projects and provide backup coverage for other administrative staff as needed. Qualifications 3+ years of administrative or executive support experience, preferably in a professional services or legal environment. Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Excellent written and verbal communication skills. High level of discretion in handling confidential and sensitive information. Proven ability to manage competing priorities and meet deadlines independently.

Office Coordinator A well-established private investment firm is seeking an experienced Office Coordinator to support day-to-day office operations and serve as the primary point of contact for guests, vendors, and internal team members. This role requires a poised and polished professional with strong communication skills and prior experience in a corporate, financial, or investment-focused environment. Key Responsibilities: Manage reception operations, including guest interaction and phone coverage Coordinate conference room scheduling and support meeting logistics Oversee office supplies, facilities requests, and vendor relationships Maintain an organized, professional, and client-ready workspace environment Assist with administrative needs and occasional internal events Qualifications: 5+ years of experience in office management, administrative support, or reception Background in financial services or a similar professional environment strongly preferred Demonstrated professionalism, discretion, and high attention to detail Strong interpersonal communication skills and a service-oriented mindset Ability to work independently, prioritize effectively, and represent the firm with professionalism Ideal Candidate Profile: The successful candidate will be proactive, polished, reliable, and comfortable operating in a fast-paced, high-expectation environment. This role offers the opportunity to serve as a central resource within the office and contribute to an elevated employee and visitor experience.

Employment Type: Full-Time, In-Office Schedule: Monday-Friday About Us We are a fast-paced, growing fashion jewelry company based in Midtown Manhattan, working with a diverse range of clients & buyers. Our team values creativity, organization, and professionalism, and we're looking for a motivated Administrative Assistant to join us and support our daily operations. Position Summary The Administrative Assistant will play a key role in keeping our office running smoothly. This entry-level role is ideal for a college graduate or with experience in admin assistant roles eager to gain hands-on experience in the fashion industry. You'll handle client communications, manage orders, and provide administrative support to our internal team. Key Responsibilities Answer and direct incoming phone calls and emails professionally. Process client orders and maintain accurate records. Communicate with clients, and internal teams regarding order status and inquiries. Shipping Assist with scheduling meetings and maintaining calendars. Prepare and organise documents, reports, and presentations as needed. Support day-to-day office operations and administrative tasks. Provide excellent customer service and follow up promptly with clients. Qualifications Bachelor's degree Strong written and verbal communication skills. Highly organised, detail-oriented, and proactive. Proficient in Microsoft Office Suite (Word, Excel, Outlook) and/or Google Workspace. Comfortable multitasking in a fast-paced environment. Friendly and professional demeanour with strong interpersonal skills. Preferred Skills Previous internship or experience in fashion, retail, or office administration. Bilingual: Hindi fluency is a strong plus. Familiarity with order management systems or CRM software is a bonus. Collaborative, creative, and supportive team environment. Convenient Midtown Manhattan location close to public transportation. Apply now or send your resume to [*******************]

Based in Greenwich, CT, Summer Rain employs more than 170 people and has been in operation for over 40 years. The company provides unparalleled irrigation and landscape lighting. wells and water filtration services to residential and commercial customers in Connecticut and New York. Recognized nationally as one of the top 100 irrigation companies in America, Summer Rain is dedicated to exceeding customer expectations and meeting the needs of its employees and communities. The company guarantees a 24-hour response time and immediate emergency service for its custom-designed irrigation and lighting systems. Role Description This is a full-time, on-site role for an Office Administrative Assistant located in Port Chester, NY. The Office Administrative Assistant will be responsible for a variety of clerical and administrative tasks including answering phones, scheduling appointments, managing executive schedules, and providing support to other staff members as needed. These tasks will necessitate excellent phone etiquette and strong communication skills. Salary range- $50,000 to $55,000. Qualifications Administrative Assistance and Executive Administrative Assistance skills Excellent Phone Etiquette and Communication skills Proficient Clerical Skills Strong organizational skills and attention to detail Ability to multitask and manage time efficiently Experience with office software and equipment Previous experience in a similar role is a plus