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Administrative specialist jobs in Clarkstown, NY
- 369 jobsAll
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Glocap Business Professionals, Administrative, Operations
Administrative specialist job in Greenwich, 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: $150k-$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.$150k-175k yearly 4d agoExecutive/Personal Assistant to Principal
Career Group
Administrative specialist job in Greenwich, CT
A prestigious, growing investment firm is seeking an Executive Assistant/ Personal Assistant to provide comprehensive support to a busy executive and his family. This hybrid role involves managing both personal and professional responsibilities, ensuring the seamless coordination of business and personal priorities. The ideal candidate will possess an ability to seamlessly manage multiple different tasks, be proactive, have a solutions-oriented mindset with strong interpersonal skills and discretion. Salary commensurate with experience: $150-175k base range + strong discretionary bonus structure + paid benefits, 20 days of PTO, 401k match Location: Greenwich, CT onsite Monday - Friday Hours: typically 8:30am-5:30p but need to be flexible and have a 24/7 mentality as needed, especially when principal is traveling Qualifications 10+ years of C suite EA/PA experience to an executive or high-profile individual Extreme sense of discretion - must be trustworthy Must be very professional and polished to represent executive across all facets of his life Warm personality and client service oriented Executive Assistant (50%) Proactively manage Outlook calendar for both business and personal Coordinate global travel including flights, accommodations, transportation, and itineraries and prepare expense reports using Concur Schedule and prepare materials for business meetings, ensuring all logistics and follow-ups are handled Act as the primary point of contact for internal and external communications, ensuring timely and accurate correspondence Personal Assistant (50%) Oversee daily household needs including vendor coordination and maintenance scheduling Manage grocery orders, household supply replenishment, and other personal shopping and returns Research, plan, and book family vacations including flights, accommodations, and activities Schedule and coordinate rides for children Please submit your resume to apply! You can use WorkGrades to collect and manage your references for free and share them with us or anyone else you choose by visiting workgrades.com/home/candidate. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early.$150k-175k yearly 1d agoExecutive Personal Assistant
Atlas Search
Administrative specialist job in Stamford, CT
Our client is a reputable Investment Firm located in Manhattan, with offices in Stamford, CT. This will be on-site 2-3 days a week. Principal Responsibilities: Maintain complex executives' calendars by scheduling, coordinating, and updating meetings Coordinate personal travel arrangements, including domestic and international airfare (both commercial and private), ground transportation, hotel accommodations, and dining reservations Ad hoc projects and errands Book personal appointments for executives and family members Requirements: A completed Bachelor's degree 5+ years of EA/PA experience, supporting high-profile executives Must have experience working from the executive's office Exhibits a high level of professionalism and hyper attention to detail The annual base salary range is $120,000 to $150,000. The actual compensation offered to the successful candidate may vary from the posted hiring range based on geographic location, work experience, education, and/or skill level, among other factors. Details about eligibility for bonus compensation (if applicable) will be finalized at the time of offer.$120k-150k yearly 1d agoExecutive/Personal Assistant (Calendar Management) - UHNW Principal
Tiger Recruitment
Administrative specialist job in Bergenfield, NJ
Executive Assistant / Personal Assistant to UHNW Tech Founder Fort Lee, New Jersey $180,000 - $220,000 Tiger Recruitment is partnering with a highly influential UHNW Founder of multiple globally successful tech businesses to hire an exceptional Executive Assistant/Personal Assistant. This is a fast-paced, high-exposure position requiring absolute discretion, outstanding organizational capability, and the confidence to operate at CEO/Founder level. The Role The EA/PA will take full ownership of the Founder's demanding and constantly shifting schedule, ensuring smooth coordination of all professional and personal commitments. You will act as the Founder's right hand, travelling frequently and representing him as needed. This is a full-time role, on-site, with significant travel. Key Responsibilities: Managing an extremely busy, ever-changing calendar with international time zones Coordinating high-level meetings, calls, and engagements across global locations Prioritising and safeguarding the Founder's time to maximise efficiency Acting as gatekeeper and primary liaison with senior stakeholders, partners, and global teams Providing seamless logistical and administrative support, including travel coordination Travelling frequently with the Founder to support on-the-ground arrangements Acting as the Founder's proxy when required, representing him with confidence and professionalism The Candidate We are looking for a polished, forward-thinking EA/PA who thrives in a high-performance environment and has proven experience supporting a top-tier leader. You will have: Demonstrable experience supporting a CEO, Founder, or UHNW principal A track record of managing complex, multinational diaries The ability to anticipate needs, problem-solve, and remain composed under pressure Exceptional communication skills and total discretion Confidence to represent the Founder as his proxy when needed Flexibility and willingness to travel frequently, sometimes at short notice A proactive, solutions-driven mindset with strong technical proficiency What's on Offer A highly competitive salary of $180,000 - $220,000, depending on experience The opportunity to support an influential leader at the forefront of global technology innovation A dynamic, prestigious role with significant responsibility and impact If you are a world-class EA/PA seeking your next challenge in a fast-paced, high-profile environment, we encourage you to apply. * MUST BE AUTHORIZED TO WORK FOR ANY EMPLOYER IN THE US *$58k-92k yearly est. 1d agoExecutive Assistant for a Family Office
Pocketbook Agency
Administrative specialist job in Englewood Cliffs, NJ
JRN- 2300 A family office based in Englewood Cliffs, NJ is seeking a polished and experienced Executive Assistant to provide high-level administrative support to their CEO. This role requires exceptional organizational skills, strong attention to detail, and the ability to anticipate needs in a dynamic environment. The ideal candidate will have experience supporting a senior executive and be comfortable managing a variety of administrative, office management, and light personal tasks. Key Responsibilities: Provide comprehensive administrative support including complex calendar management, scheduling, and travel coordination Process and track expense reports and invoices Act as a gatekeeper and liaison between the CEO and internal/external contacts Manage general office operations including ordering supplies, coordinating catering, and organizing company events and team gatherings Handle occasional personal assistant tasks such as running errands and coordinating personal appointments Maintain confidentiality and professionalism at all times Qualifications: Minimum of 5 years of experience as an Executive Assistant supporting a CEO or C-suite executive Strong organizational and multitasking skills with excellent attention to detail Professional communication skills, both written and verbal Proficient in Microsoft Office and Google Workspace Must have a valid driver's license and reliable vehicle Ability to work fully onsite, Monday through Friday Location: Fully onsite M-F in Englewood Cliffs, NJ Salary: $125,000 DOE + benefits$31k-55k yearly est. 4d agoAssistant
Achilles Heel Production
Administrative specialist job in Franklin Lakes, NJ
Paralegal type work will provide more detail to qualified candidates.$38k-120k yearly est. 2d agoExecutive Assistant Office Manager
Sky Leasing
Administrative specialist job in Greenwich, CT
SKY Leasing ("SKY") is an alternative investment manager dedicated to providing asset-focused capital solutions to airlines globally. With a global presence across five offices in San Francisco, Dublin, Greenwich, Miami, and Singapore, SKY leverages a 30-year history of global aviation relationships, technical asset management expertise, and a disciplined investment framework, to originate unique investment opportunities with an emphasis on seeking downside protection and stable cash flow. The company's fund management business was founded in 2019 with a minority investment from M&G Investments. As of March 2025, the company manages over $5 billion of aviation assets. Summary An exciting opportunity has arisen for a dynamic and professional Executive Assistant & Office Manager to join the team at SKY Leasing in our Greenwich, Connecticut office. The EA/OM will be responsible for managing a broad range of administrative, operational and logistical tasks that support business functions and ensure the smooth execution of day-to-day activities. Job Functions Executive Assistant: Provide high-level support to the Senior Management team Manage hectic and complex calendars efficiently and effectively Arrange complex domestic and international travel itineraries, including flights, accommodations, dining reservations, and ground transportation. Manage and reconcile expense reports for senior management as required Serve as a liaison both internally and externally, maintaining a sense of professionalism and collaboration at all times Must be able to accommodate a flexible work schedule as required. Office Management: Front of house reception duties including answering phones and greeting office visitors. You are the office's first point of contact Manage the day-to-day office operations including scheduling maintenance, and handling incoming mail and outgoing shipments Maintain a clean and organized office environment, including overseeing the kitchen area and maintaining common spaces. Regularly restock and replenish office and breakroom supplies. Tack and report office expenses such as maintenance, food and beverages etc. Develop and maintain positive working relationships with external vendors and service providers. Coordinate with HR to welcome and onboard new employees Collaborate with our outsourced IT MSP to ensure maintenance of IT equipment in the office and any additional on-site requests Perform general administrative tasks, including filing, and any additional requests assigned by management. Proactively identify ways to improve and implement processes to improve the general efficiency of the company. Qualifications 3+ years working in a similar role, supporting 1 or more C-Level Executives within a fast-paced environment. Candidates must hold a bachelor's degree or higher. Strong organizational skills and experience managing multiple projects at once Exceptional communicator with strong project management skills Able to multi-task, pivot quickly, and maintain grace under pressure Must have extensive experience organizing global travel on a regular basis Have a firm grasp of Microsoft Office (Excel, Outlook, SharePoint) and be familiar with cloud based and web applications. Detail-oriented, solutions-driven, and highly proactive Interest in the aviation industry is desired, but not essential Compensation Competitive salary Benefits Package Comprehensive health insurance (medical, dental, vision) 401(k) retirement plan Paid time off and holidays Professional development opportunities Performance-based bonuses Interested candidates should submit their CV's to Anne Marie Scaramuzza (***************************) Please note, due to the high volume of applications, only successful candidates will be contacted.$38k-59k yearly est. 2d agoCulinary Project Assistant
Epicured
Administrative specialist job in Glen Cove, NY
Epicured | Culinary Project Assistant Pay: $55,000 annual salary Job Title: Culinary Project Assistant Job Type: Full-Time (Monday - Friday 9am-6pm) Why Epicured? Epicured is on a mission to combat and prevent chronic disease, translating scientific research into high-quality food products for patients nationwide. Our evidence-based approach brings together the best of the clinical and culinary worlds to help people eat better, feel better, and live better one meal at a time. By joining our Culinary team, you'll support critical work at the intersection of food, healthcare, and innovation - helping to ensure that every meal we create meets Epicured's exacting standards for nutrition, consistency, and quality. Role Overview Epicured is seeking a Culinary Project Assistant to support recipe data management, scaling, and nutritional accuracy within our Culinary Resource Planning (CRP) system, Gally. Working directly with our Chief Culinary Officer, and Executive Chef this role plays a central part in translating culinary creativity into operational precision across our Healing Foods Facility. This position is ideal for someone analytical, organized, and excited to blend culinary operations with data-driven systems. Key Responsibilities Input, maintain, and verify recipe data in Gally, Epicured's Culinary Resource Planning (CRP) system. Partner closely with the Chief Culinary Officer & Executive Chef on recipe entry, nutrition outputs, scaling calculations, and production-ready formatting. Serve as a liaison between the Culinary team and Gally to resolve issues, test features, and optimize workflows. Ensure accuracy of ingredients, yields, portion sizes, allergen flags, and nutritional outputs across all recipes. Support culinary operations in organizing recipe files, updating documentation, and standardizing formats across teams. Assist with various culinary projects, including new product development, menu updates, and process improvements. Qualifications Bachelor's degree required. 1-3 years of experience in data analysis, production systems, or culinary operations support. Strong analytical skills and excellent attention to detail. Comfortable navigating database-driven tools or ERP-like platforms. Strong communication and collaboration skills; ability to work with chefs, operations teams, and technical partners. Preferred Qualifications Spanish-speaking preferred. Background in nutrition, food science, or culinary operations. Experience with recipe management software or ERP systems. Compensation & Benefits Salary Range: 55,000 Benefits include: 401(k) Health, Dental, and Vision insurance Unlimited Paid Time Off (PTO) Employee meal discounts Growth opportunities within Epicured's Culinary and Operations teams Equal Employment Opportunity Epicured is proud to be an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate on the basis of age, race, creed, color, national origin, religion, gender, sexual orientation, gender identity or expression, disability, veteran status, or any other protected status under federal, state, or local law. How to Apply Apply via job board or email your resume to *********************** with the subject line “Culinary Project Assistant - Glen Cove.”$55k yearly 3d agoAdministrative Assistant
Phaxis
Administrative specialist job in Bergenfield, NJ
Assist with various administrative tasks Manage and track pending and expiring leases Maintain leases and renewal documents for management office · Manage paper and electronic filing systems by routing various documents · Collect and maintain records of rental payments and payment dates. · Verify income, assets, and expenses, and complete file tracking sheet for each applicant.$32k-44k yearly est. 3d agoPersonal Lines Account Executive Assistant
Otterstedt Insurance Agency
Administrative specialist job in Englewood Cliffs, NJ
Job Description Job Ad: Personal Lines Account Executive Assistant Location: Englewood Cliffs, NJ Company: Otterstedt Insurance Agency, Inc. Job Type: Full-time About Us: Since 1919, Otterstedt Insurance Agency has been a leading provider of innovative insurance solutions, dedicated to delivering exceptional customer service and value to our clients. We're looking for a dedicated and professional Personal Lines Account Executive Assistant to join our dynamic team and help us continue to grow and provide top-tier service. Position Overview: As a Personal Lines Account Executive Assistant at Otterstedt Agency you will be responsible for assisting the personal lines department in order to create a more efficient workflow that enables our account executives to be more proactive and consultative in the handling of their book of business. Key Responsibilities: Processing all non-premium endorsements for the clients, including entering data into Applied, making changes in the company websites and following up on the open activities. Following up on pending cancellations by checking company sites before cancellation and involving the AE on those that have not been paid as of the follow up date on the CNPF. Reviewing Expiration Clean up sheets to make sure that any policies that should show as renewed are properly entered and giving back to the AE those items that need more involvement. Reviewing Excess and Surplus lines renewal expiration sheets to put an activity in for the AE to follow up on @ 30 days prior to expiration so that these policies don't get overlooked. Special company lists and projects assigned by the branch manager that need to be worked on. Qualifications: 1+ years of experience in the insurance industry, preferred. P&C license required, or willing to obtain insurance license upon hiring. Excellent communication and interpersonal skills. Strong problem-solving abilities and attention to detail. Ability to manage multiple accounts and tasks effectively. Knowledge of EPIC a plus. Proficient in Microsoft Office including Outlook, Teams, Excel, etc. Why Join Us? Competitive salary and performance-based incentives. Comprehensive benefits package, including health, dental, potential for bonuses and retirement plans. Career growth and development opportunities. A supportive, collaborative, and inclusive work environment. If you're a motivated and customer-focused professional looking to make a positive impact in the insurance industry, we want to hear from you! Apply today! Otterstedt Insurance Agency is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.$58k-92k yearly est. 29d agoExecutive/Personal Assistant to Founder/Managing Partner of Law Firm
C-Suite Assistants
Administrative specialist job in White Plains, NY
A premier litigation firm based in Westchester County, NY is seeking a highly organized and proactive Executive/Personal Assistant to support the firm's Founder and Managing Partner. This role is essential in ensuring the smooth management of the principal's professional and personal commitments, enabling him to focus on high-stakes litigation and firm leadership. The ideal candidate is discreet, cheerful, resourceful, and thrives in a dynamic environment where priorities can shift quickly. About the Job: · Provide comprehensive executive and personal administrative support, including heavy calendar management, scheduling, travel arrangements, and expense reporting. · Act as gatekeeper and primary point of contact; manage high-volume communications with clients, colleagues, opposing counsel, vendors, professional associations, and personal contacts. · Track Managing Partner's hours in firm time-entry system. · Anticipate needs by preparing meeting materials, ensuring deadlines are met, and keeping the principal informed of priorities and conflicts. · Draft, proofread, and edit correspondence, presentations, and documents with exceptional attention to detail. · Assist with tracking and following up on the business development pipeline. · Manage both professional and personal tasks, including coordinating appointments, insurance, repairs, shopping, donations, family logistics/transportation, and travel. · Handle sensitive information with the utmost discretion and confidentiality. · Partner with firm staff to ensure seamless coordination of litigation activities, community obligations, and business operations. About You: · Minimum of five years' experience as an Executive/Personal Assistant supporting a senior executive, ideally in a law firm or professional services environment. · Exceptional organizational and time-management skills, with the ability to juggle multiple priorities under tight deadlines. · Strong written and verbal communication skills; meticulous attention to detail. · High degree of professionalism, judgment, and confidentiality. · Tech-savvy: proficiency in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint) and adept with calendars, document management systems, and travel booking platforms. · Experience with CRM systems is preferred. · Flexible and adaptable to changing demands; willingness to work outside standard hours when necessary. · Confident, polished, and professional demeanor with strong interpersonal skills. · Proactive, self-starter with the ability to anticipate needs and solve problems before they arise. · No task is too big or too small-team player mentality. Competitive salary commensurate with experience; discretionary annual bonus; medical, dental, vision, life, and disability insurance; 401(k) with match; paid time off; 14 holidays/year. Hours: Standard business hours with flexibility required for time-sensitive matters and litigation demands. In-office presence required with occasional remote work when the principal is out of the office.$65k-100k yearly est. 60d+ agoExecutive Personal Assistant (Calendar)- Cresskill, NJ
The Calendar Group
Administrative specialist job in Cresskill, NJ
Our client is seeking a dynamic and proactive Executive Personal Assistant (Calendar) to support a CEO in Bergen County, NJ. In this role, you will serve as a trusted partner for protecting the CEO's time, anticipating needs, and ensuring seamless coordination across a fast- paced professional and personal environment. As an integral member of the PA team, you will work closely with colleagues to provide seamless support, streamline communication, and maintain stability in an over-changing international landscape. This position is ideal for someone who thrives in precision driven calendar management and enjoys staying several steps ahead. Key Responsibilities: ● Take full ownership of the CEO's complex calendar: schedule meetings, calls with precision and foresight ● Anticipate scheduling challenges and proactively provide solutions to avoid conflicts ● Prioritize daily activities to ensure optimal use of the CEO's time and energy ● Act as a central point of contact with internal teams, board members, partners, and global stakeholders ● Manage confidential information with the highest level of professionalism and discretion ● Streamline workflows and keep the CEO focused on key priorities by removing operational distractions ● Maintain smooth alignment between professional demands and personal life to support work-life balance Qualifications: ● 5+ years of proven experience as a Personal Assistant, Executive Assistant, or similar role supporting senior executives of the company ● English required; Russian language skills preferred. ● Exceptional organizational and multitasking abilities with a natural talent for setting priorities ● Tech-savvy with strong proficiency in digital scheduling tools, office software, and online communication platforms ● A proactive and solution-oriented mindset. ● Professional presence, discretion, and reliability in every interaction ● Ability and willingness to travel domestically and internationally as required ● Flexibility and adaptability to thrive in a fast-paced, international business environment ● Verified references from former employers are required Schedule: Monday- Friday, 40 hours per week.$52k-71k yearly est. Auto-Apply 10d agoAdministrative Specialist
Dance With Me Dance Studios
Administrative specialist job in Fort Lee, NJ
Job DescriptionSalary: 17 Administrative Specialist at Dance With Me Ballroom Studio Are you organized, outgoing, energetic, and passionate about helping others have an amazing experience? Do you love a fast-paced environment where you can grow and have fun? If so, we want YOU to join our team! Who We Are:Dance With Me is a vibrant and growing ballroom dance studio. We pride ourselves on creating a fun, welcoming, and exciting atmosphere for both our staff and students. Youll have the opportunity to be part of something special, learn to dance, and even perform in our events! What We Offer: Room for growth opportunities to advance within our company. Learn to dance enjoy learning to ballroom dance! Performance opportunities get involved in studio events. Fast-paced & fun environment! Key Responsibilities: Answer phones and text in a professional and friendly manner. Provide excellent customer service to students and visitors. Manage studio schedules and run daily operations. Support management with administrative tasks. What Were Looking For: Attention to detailand the ability to stay organized in a busy environment. Excellent multitasking skills youll be juggling multiple tasks at once! A passion forpeople and creating incredible experiencesfor our students. A positive attitude and alove for life. Strongverbal and written Englishcommunication skills. The ability to takeownership of tasksand work independently. Ready to take the leap?Join us at Dance With Me and be part of a studio where youll not only contribute but also grow, dance, and have a blast! Apply now and lets dance into the future together!$36k-62k yearly est. 6d agoSales Administration Specialist
Ektello
Administrative specialist job in Englewood Cliffs, NJ
Title: Sales Administration Specialist Client: Global leader in Technology/ Electronics Duration: 5 months with HIGH chance for extension or become permanent Schedule: Onsite 4 days in office, 1-day WFH/remote Pay rate: $28-32/hr w2 + Benefits Top skills: Data analysis acumen (incl. technical excellence in Excel & experience with tools like SAP BI/Tableau/Power BI) Communication (written & verbal) Critical thinking (incl. trend analysis & insights) and problem resolution skills Role & Responsibilities: The preferred candidate will have experience supporting Sales, is comfortable managing large data sets, has strong attention to detail, has a creative problem- solving mindset, and has strong communication and technical skills. They will work cross-functionally across sales, product marketing, supply chain and finance, with the primary objective of enabling sales leadership to make effective, analytically driven, and strategic operating decisions. Review and submit condition requests for all categories to ensure proper funding and processing of claims. Work cross functionally to ensure pricing has been updated accordingly based on company policies. Update and distribute weekly reporting, i.e, sell-thru reporting, shipped and unshipped reports, etc. Update monthly MDF accruals for finance validation and distribution to sales managers and customers. Qualifications: Bachelor's Degree with 3+ years of directly related experience is required. Prior operational experience in technology sales, business development and/or OEMs and Carrier sales. Excellent written, verbal, and non-verbal communication. Experience working with a business group understanding data and providing insight to trends Ability to understand business objectives and develop KPIs for measurement of success Technical excellence with Microsoft Office Suite, especially Excel Demonstrated experience with SAP BI, Tableau or Power BI or other integrated CRM tools Must have critical thinking and problem resolution skills, and be able to work well under pressure, demonstrating a sense of urgency when driving for results. Prior experience with consumer electronic products and existing relationships with key account preferred. #LI-MK1$28-32 hourly 2d agoLease Administration Intern
ARLP GS LLC
Administrative specialist job in Rye, NY
Job Description Acadia (NYSE:AKR), headquartered in Rye, New York, Acadia Realty Trust (NYSE:AKR) is an equity real estate investment trust focused on delivering long-term, profitable growth via its dual - core and investment management - platforms. Our energized team is accomplishing this goal by building a best-in-class, location-driven core real estate portfolio with meaningful concentrations of assets in the nation's most dynamic urban and street-retail corridors, including those in New York, Chicago, Los Angeles, San Francisco, Washington DC, Dallas, and Boston. At the same time, we manage opportunistic and value-add investments through our investment management platform. Acadia is currently seeking a qualified intern to join its Lease Administration team, who can participate in the full cycle of tenant interaction, from lease negotiations and tenant on-boarding to tenant vacating the premises at the end of its term. This is an onsite paid internship based in Rye, New York. This 10-week program will commence on May 26, 2026 and conclude on August 6, 2026. Interns are assigned a mentor who will provide guidance throughout the duration of their internship. Interns will be encouraged to learn as much as possible about Acadia and how all of the various departments inter-relate during their experience with us. The intern should be prepared to work in a fast-paced team environment and will finish the internship having gained broad experience in Leasing matters from the landlord side of commercial real estate. INTERNS WILL BE EXPOSED TO & PROVIDE SUPPORT IN THE FOLLOWING AREAS: Assist in all phases of tenant accounts, billing and collections. Preparation and billing of periodic Common Area Maintenance (CAM), Real Estate Tax (RET) and Insurance (INS) reconciliations. Regular monitoring of tenant accounts, including tenant contact information and account status. Communicating between departments in regards to possible resolution of tenant disputes. Daily application of payments from the tenant Lock Box, bank deposits and wire transfers. Process rent increase letters and monthly statements. Assist in creating, renewing, vacating and expiring leases in our financial database (MRI). Be a liaison between tenant and landlord as well as an inter-departmental conduit between acquisition, development, legal, leasing, construction, accounting and property management teams. Assist in handling all building and tenant improvements and the required lease documentation. Assist with various tasks related to managing the Acadia annual real estate tax expenses and tax appeals process including annual NYC filings. Requirements: Must be enrolled in a college degree program at an Accredited Institution, business or communication a plus Must have completed junior year of college Must be able to work onsite in Rye, NY Ability to work 40 hours per week Must have a GPA of 3.0 or above Must have unrestricted work authorization in the US without a visa or sponsorship Desired Characteristics: Highly Self-motivated Ability to prioritize challenging work schedule/multi-task Strong written and verbal communications skills Proficient in Microsoft Office, particularly Excel Internship Benefits Overview Acadia's internship program offers a unique opportunity to gain hands-on experience in the dynamic field of commercial real estate, supported by a robust structure designed to foster both professional and personal growth. Key benefits include: 401(k) Retirement Savings Plan Eligibility Interns are eligible to participate in our 401(k) retirement savings plan, offering a head start on long-term financial planning. Daily Stipend for Lunch Pre-Tax Commuter Savings Convenient Commute from NYC with Shuttle Service to/from Harrison Metro North Station to Rye Office Campus Dedicated Mentorship Each intern is paired with a dedicated mentor who provides guidance, feedback, and career development support throughout the program. Immersive Industry Experience Interns gain comprehensive exposure to the commercial real estate industry through: Cross-functional team engagement Onsite property tours for real-world context A collaborative, hands-on group project Direct access to CEO and senior leadership team This immersive program is designed to provide meaningful insights into our business and culture, equipping interns with valuable skills and connections for their future careers. An estimate of the current compensation for this position is $20.00 - 23.00 an hour. Apply online at ************************************************** Acadia Realty is an Equal Opportunity Employer - Veteran/Disability$20-23 hourly 2d agoLease Administration Intern
Arlp Gs LLC
Administrative specialist job in Rye, NY
Acadia (NYSE:AKR), headquartered in Rye, New York, Acadia Realty Trust (NYSE:AKR) is an equity real estate investment trust focused on delivering long-term, profitable growth via its dual - core and investment management - platforms. Our energized team is accomplishing this goal by building a best-in-class, location-driven core real estate portfolio with meaningful concentrations of assets in the nation's most dynamic urban and street-retail corridors, including those in New York, Chicago, Los Angeles, San Francisco, Washington DC, Dallas, and Boston. At the same time, we manage opportunistic and value-add investments through our investment management platform. Acadia is currently seeking a qualified intern to join its Lease Administration team, who can participate in the full cycle of tenant interaction, from lease negotiations and tenant on-boarding to tenant vacating the premises at the end of its term. This is an onsite paid internship based in Rye, New York. This 10-week program will commence on May 26, 2026 and conclude on August 6, 2026. Interns are assigned a mentor who will provide guidance throughout the duration of their internship. Interns will be encouraged to learn as much as possible about Acadia and how all of the various departments inter-relate during their experience with us. The intern should be prepared to work in a fast-paced team environment and will finish the internship having gained broad experience in Leasing matters from the landlord side of commercial real estate. INTERNS WILL BE EXPOSED TO & PROVIDE SUPPORT IN THE FOLLOWING AREAS: Assist in all phases of tenant accounts, billing and collections. Preparation and billing of periodic Common Area Maintenance (CAM), Real Estate Tax (RET) and Insurance (INS) reconciliations. Regular monitoring of tenant accounts, including tenant contact information and account status. Communicating between departments in regards to possible resolution of tenant disputes. Daily application of payments from the tenant Lock Box, bank deposits and wire transfers. Process rent increase letters and monthly statements. Assist in creating, renewing, vacating and expiring leases in our financial database (MRI). Be a liaison between tenant and landlord as well as an inter-departmental conduit between acquisition, development, legal, leasing, construction, accounting and property management teams. Assist in handling all building and tenant improvements and the required lease documentation. Assist with various tasks related to managing the Acadia annual real estate tax expenses and tax appeals process including annual NYC filings. Requirements: Must be enrolled in a college degree program at an Accredited Institution, business or communication a plus Must have completed junior year of college Must be able to work onsite in Rye, NY Ability to work 40 hours per week Must have a GPA of 3.0 or above Must have unrestricted work authorization in the US without a visa or sponsorship Desired Characteristics: Highly Self-motivated Ability to prioritize challenging work schedule/multi-task Strong written and verbal communications skills Proficient in Microsoft Office, particularly Excel Internship Benefits Overview Acadia's internship program offers a unique opportunity to gain hands-on experience in the dynamic field of commercial real estate, supported by a robust structure designed to foster both professional and personal growth. Key benefits include: 401(k) Retirement Savings Plan Eligibility Interns are eligible to participate in our 401(k) retirement savings plan, offering a head start on long-term financial planning. Daily Stipend for Lunch Pre-Tax Commuter Savings Convenient Commute from NYC with Shuttle Service to/from Harrison Metro North Station to Rye Office Campus Dedicated Mentorship Each intern is paired with a dedicated mentor who provides guidance, feedback, and career development support throughout the program. Immersive Industry Experience Interns gain comprehensive exposure to the commercial real estate industry through: Cross-functional team engagement Onsite property tours for real-world context A collaborative, hands-on group project Direct access to CEO and senior leadership team This immersive program is designed to provide meaningful insights into our business and culture, equipping interns with valuable skills and connections for their future careers. An estimate of the current compensation for this position is $20.00 - 23.00 an hour. Apply online at ************************************************** Acadia Realty is an Equal Opportunity Employer - Veteran/Disability$20-23 hourly Auto-Apply 60d+ agoAdministrative Assistant
Amsalem Business Travel LLC
Administrative specialist job in Wayne, NJ
Job DescriptionBenefits: Flexible hours Opportunity for advancement Training & development Benefits/Perks Competitive Compensation Paid Time Off Career Growth Opportunities Job Summary We are seeking a motivated part time Administrative Assistant to join our team. In this role, you will provide support to our travel consultants, ensuring they have all the information and resources they need to perform their best. Your responsibilities will include answering phone calls, scheduling appointments, planning meetings, and being a liaison between departments/clients. The ideal candidate is highly organized with excellent written and verbal communication skills and a friendly demeanor. Responsibilities Answer incoming phone calls and route them to the appropriate person Schedule appointments and maintain a calendar Organize meetings and take accurate minutes Write emails, memos, and letters and distribute them appropriately Gathering data for reports Maintain an organized G suite system Develop, update, and maintain relevant office procedures Qualifications Previous experience as an Administrative Assistant or in a similar position Familiarity with standard office equipment such as printers and fax machines Excellent computer skills and knowledge of Microsoft Word, Outlook, and PowerPoint, Google Suite preferred! Highly organized with excellent time management skills and the ability to prioritize projects This role is part time! Great for college students. We are open 9-9, so flexibility is no problem. We want to see you win, come join us! Evening availability is preferred, 1-9 given priority!!!!!$32k-43k yearly est. 5d agoPersonal and Administrative Assistant
Neuro Alert
Administrative specialist job in White Plains, NY
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.$37k-59k yearly est. 60d+ agoAdministrative Assistant, Student Support Services-Classic (PT)
Passaic County Community College
Administrative specialist job in Paterson, NJ
We are seeking an Administrative Assistant for the TRiO Student Support Services (SSS) Classic department. This position will report to the Director of the Student Support Services-Classic Program. The Administrative Assistant is responsible for fulfilling clerical, accounting, technology, and event planning functions in support of the SSS-Classic Program's daily operations. This is a part-time, hourly position. Example of Duties: * Professionally greet and communicate with students, staff, visitors, and members of the public via telephone, electronic media, and in person to provide information regarding the SSS-Classic Program, College programs and services, activities, and policies. * Perform data entry and operate computer software programs in use at the college; compose correspondence, documents, and workshop materials. * Maintain Program database, file systems and records in electronic and hard copy formats. * Maintain a log of all program expenditures, purchase requisitions, and supply inventory. * Compile date and information for reports and analysis, including data verification and correction. * Complete various tasks associated with Program event preparation. * Develop Program promotional material for events and student outreach. * Liaise with internal and external stakeholders on behalf of the Director as directed. * Contact students as needed on behalf of the Director. * Maintain staff and departmental calendars and schedules; schedule meetings and appointments with students, staff, and community stakeholders as directed. * Take minutes at staff and other college meetings as needed. * Perform other duties as assigned by the Director. Qualifications: * Associate's degree required. * Minimum of two (2) years of experience working as an administrative or technical assistant in an educational setting. * Must be highly proficient with Microsoft Office suite. * Must be able to communicate effectively verbally, in writing, and in interpersonal relationships, as part of an administrative team. * Must be very organized, detail oriented and maintain strict confidentiality and professionalism. * Fluency in Spanish and experience working with ESL students is a plus. * Ability to work some evenings and weekends, as program requires. A completion of a background check will be required for the selected candidate. Compensation: The hourly pay for this position is $16. Benefits: * New Jersey Sick Leave: Earn 1 hour of sick leave for every 30 hours worked with a maximum of 40 hours of leave per benefit year. (Eligible to use after successful completion of probationary period.) * Employee Assistance Program provides free, confidential, limited counseling services, work-life assistance, legal and financial guidance. * Commuter Benefits: Free parking access is provided on site. An optional Transit Pre-Tax Plan is available which allows employees to use pre-tax dollars to purchase eligible transit expenses. * NJ Defined Contribution Retirement Program provides eligible members with a tax-sheltered, defined contribution retirement benefit, along with life insurance and long-term disability coverage. (Must meet eligibility requirements.) * Voluntary Annuity Programs: Additional contributions to retirement account (Must meet eligibility requirements)$16 hourly 8d agoP/T Administrative Assistant (WCC)- Viking ROADS - Westchester Community College
Westchester Community College
Administrative specialist job in Valhalla, NY
Viking ROADS seeks applicants for a P/T Administrative Assistant. The Administrative Assistant plans, coordinates and monitors operational activities to ensure maximum productivity and effectiveness of the Viking ROADS program activities. The Administrative Assistant is responsible for organizational processes to support the general administration of ROADS, such as: personnel administration, budgeting and financial record keeping, purchasing, and statistical reporting. The Administrative Assistant will see to the timely completion of projects and will play a critical role in supporting assessment and evaluation activities by coordinating the collection of data and reports and compiling assessments results. The Administrative Assistant will provide excellent customer service to students, faculty, and staff and will demonstrate initiative in problem solving. This position is characterized by the frequent exercise of independent judgment and the completion of related work as required. * Provides project management assistance to contribute to the achievement of the goals and objectives of the Viking ROADS program, by helping to monitor action plans, timelines, and completion of major tasks of for the various grant funders of the program; * Acts as a troubleshooter and acts as a point of contact for the ROADS office; * Establishes priorities and coordinates work activities to meet deadlines; * Recommends changes in methods, procedures and organization to increase efficiency in unit operations; * Supports the office's day-to-day functioning and manages related activities for staff; * Greets all visitors, via telephone and/or in person in a professional manner; * Assists in the preparation and review of financial and performance reports, annual budget, and other documents as required; * Assists in preparing and proofreading documents and correspondence related to the grant requirements and ensures accuracy and correctness; * Assists with developing and implementing administrative policies/procedures to ensure compliance with the grant funders, as well as county rules and regulations; * Collaborates with other offices to maintain records related to the grant funds for operational expenses and revenue to provide data to forecast spending patterns; * Serves as liaison for the ROADS program for activities such as event scheduling, preparing meeting materials, and arranges the use of facilities; * Completes tasks related to budget, payroll, procurement, and travel; * Uses computer applications or other automated systems such as spreadsheets, word processing, calendar, email, and database software in performing work assignments; * Maintains proficiency with the various software packages and technologies used by the department and attends trainings as needed; * Plans and organizes the maintenance of office facilities, equipment and supplies; * Attends program meetings. Requirements: REQUIRED QUALIFICATIONS: A Bachelor's Degree from an accredited institution and three years of relevant experience. SUBSTITUTION: Satisfactory completion of a Master's Degree an accredited institution may be substituted for one year of the required experience. All candidates must have evidence of responsiveness to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, as these factors relate to the need for equity-minded practice PREFERRED QUALIFICATIONS: High attention to detail; excellent written and oral communications skills; an ability to handle multiple tasks simultaneously while remaining organized; a proactive nature; exceptional judgement; a collegial and team-oriented temperament; proficiency in software systems including Microsoft Office applications; an ability to exercise discretion in handling confidential information; an ability to be flexible and adaptive to changing needs and priorities; a strong student-centered orientation; an ability to work with a team of diverse faculty, staff and students is essential. Experience working with grant-funded programs in a postsecondary setting is preferred. Additional Information: WORK SCHEDULE: The work schedule is 28 hours per week. POSITION EFFECTIVE: The position will remain open until filled. HOURLY RATE OF PAY: $34.60 per hour. This is a grant funded position. No benefits. Application Instructions: Applicants interested MUST apply online by submitting a letter expressing interest in this position and a resume. Please login to: *********************************************** in order to check/edit your profile or to upload additional documents. The review of candidates will begin immediately and continue until the position is filled. Westchester Community College provides accessible, high quality and affordable education to meet the needs of our diverse community. We are committed to student success, academic excellence, workforce development, economic development and lifelong learning. The College will provide equal opportunity in all of its employment practices to all persons without unlawful discrimination on the basis of political affiliation, age, race, color, national origin, ancestry, citizenship, genetic information, religion, disability, sex, sexual orientation, gender identity, gender expression, marital status, parental status, pregnancy, arrest or conviction record, membership in any reserve component of the armed forces, or use or non-use of lawful products off College premises during nonworking hours, or any other status protected by applicable state or federal law.$34.6 hourly 4d ago
Learn more about administrative specialist jobs
How much does an administrative specialist earn in Clarkstown, NY?
The average administrative specialist in Clarkstown, NY earns between $26,000 and $72,000 annually. This compares to the national average administrative specialist range of $25,000 to $58,000.
Average administrative specialist salary in Clarkstown, NY
$44,000
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