Administrative Specialist Jobs in Dix Hills, NY

We are seeking an Administrative Assistant to the firms Principals who will work with the Administrative Project Manager. The candidate must have strong computer skills, knowledge of Microsoft's word, excel, power point, publisher and the ability to learn our project management software, have a Microsoft's word, excel, power point and the ability to learn our project management software. Effective communication skills, well organized, proficient in scheduling and able to collaborate with the LandTech team and our clients. The primary task for this position is to provide administrative assistance to the principals as it relates to our projects. Eventually there may be the opportunity to be involved with the Project Team and assist in the entitlement process through the Land-Use agencies.

Insurance Personal lines Account Executive and/or Assistant- Nassau County, Long Island, NY. Experience with High Net Worth carriers, Chubb, PURE, AIG, CIN; Flood, Excess Markets, all facets of PL underwriting, remarketing etc. Word, Excel Spreadsheets, EPIC experience a plus. Salary and great benefits. Work in office 4 days, home Fridays with shorter hours in summer. DC12792)

Job Schedule: Full Time Standard Hours: 40 Job Shift: Shift 1 Shift Details: Monday - Friday Travel required between Fairfield region offices. Work where every moment matters. Every day, almost 30,000 Hartford HealthCare employees come to work with one thing in common: Pride in what we do, knowing every moment matters here. We invite you to become part of Connecticut's most comprehensive healthcare network. Hartford HealthCare Medical Group is one of the largest medical practices in New England with multiple locations throughout Connecticut and Rhode Island. We consist of a team of professionals ranging from Medical Assistants to Physician Assistants and everything in between. Our physician led medical group enjoys an excellent reputation with patients and the medical community, offering primary care, urgent care and more than 30 different specialties. Job Description The Office Coordinator is responsible for managing the daily operations of the practice and performing a variety of administrative functions related to the daily operations of the practice. · Supervises the administrative and clinical staff and practice operations including scheduling, work flow, service delivery and employee performance. · Serves as primary resource to office staff on administrative matters including, but not limited to: patient flow, office operations, customer service, health insurance, billing/coding requirements, and EMR functionality and utilization. · The Office Coordinator assists the clinical and medical staff in organizing and triaging care by accurately relaying pertinent patient information, adjusting the patient schedule as needed, scheduling and coordinating urgent care with other resources within practices and releasing health information in accordance with HIPPA requirements. · Insure that all staff members communicate and interact with patients in a courteous, respectful, and businesslike manner. Holds staff accountable for customer service standards; intercedes and takes appropriate action when incidents occur. · Insure that all staff members comply with HIPAA requirements. · Maintain and adjust staff schedules to compliment practice provider schedules. · Responsible for processing all new patients into the practice, maintaining contact and acting as the patient's primary resource and contact as they are brought into the practice. · Assists the Office and/or Practice Manager in developing and maintaining departmental budgets. · Communicates with staff regarding new policies and procedures, changes in billing and insurance policies, and any other issues related to the operation of the practice. · Processes time worked/attendance into Kronos for office staff. Manages and coordinates vacation and personal time off to insure minimum disruption of practice operations. · Responsible for ensuring adherence to organizational policies, procedures and regulatory standards. · Interviews candidates and makes hiring decisions in conjunction with the Office and/or Practice Manager. · Acts as a liaison to regarding daily operations and staff communication. · Rooming patients as well as covering the front desk when needed. Qualifications · High school diploma · CT- LPN License or CT- RN license · Associate/Bachelor's Degree and/or appropriate certification preferred. · Previous management/supervisory or leadership experience preferred · Knowledge and behaviors required to meet age specific patient needs (e.g. Pediatrics, Adolescents, and Geriatrics) preferred We take great care of careers. With locations around the state, Hartford HealthCare offers exciting opportunities for career development and growth. Here, you are part of an organization on the cutting edge - helping to bring new technologies, breakthrough treatments and community education to countless men, women and children. We know that a thriving organization starts with thriving employees-- we provide a competitive benefits program designed to ensure work/life balance. Every moment matters. And this is your moment.

LifeWorx is a premier elder care and domestic staffing company seeking a highly organized and detail-oriented Administrative Assistant to join our team. This person will be providing support to both our Accounting and Operations teams. This is an entry-level position with opportunity to grow into other areas of the business including recruiting, accounting, or operations. Responsibilities: Submit invoices and care notes to insurance companies on a bi-weekly basis. Collaborate with the accounting department to maintain accounts receivable for insurance clients. Review data accuracy of information in accounting systems. Request Assignment of Benefits (AOB) and HIPAA forms from clients to ensure the company receives payments. Respond to calls from insurance companies requesting specific information regarding client claims. Ensure compliance with all relevant regulations and company policies. Maintain organized records of all submissions, communications, and client information. Contact candidates to verify or update current schedule and availability for future positions. Provide support for special projects and events, as needed. Requirements: Associate's or Bachelor's degree, or in the process of receiving one Excellent communication and customer service skills, with the ability to handle confidential and sensitive information. Ability to work effectively in a team and adapt to changing priorities. Strong administrative skills, with a focus on attention to detail and organizational abilities. Strong computer literacy skills and proficiency in using computer systems and software, including Microsoft Office. Compensation and Benefits: Salary: $60,000-70,000 DOE Bonus potential: $5,000-10,000/year PTO - 3 weeks of paid vacation, 5 personal/sick days, and 7 holidays 401k with partial company matching Medical, dental and vision insurance Job Type: Full-time Schedule: 8 hour shift Monday to Friday Ability to Commute: Westport, CT 06880 (Required) Work Location: In person

About the Company - For over 40 years, our company has provided both public and private organizations with exceptional break fix, print management and IT consulting. We cut costs and eliminate internal tech issues. Responsibilities: Experience with documentation including but not limited to RFPs, Contracts, Spreadsheets, Time Requests etc. Exceptional organizational and customer service skills as well as attention to detail. Familiarity with IT and technical terminology, tools etc. Bookkeeping experience. QuickBooks experience. Experience in Microsoft office suite.

At Powerback, we're on a mission to improve lives. As the leader in physical, occupational, speech, and respiratory therapies, we help older adults stay active and thrive while providing essential therapy for children at home and in school. With over 38 years of trusted service, our reach spans skilled nursing centers, assisted and independent living facilities, outpatient clinics, and home-based care. We're proud to deliver personalized care exactly where and when it's needed most. Join an industry-leading team that restores hope and makes a lasting impact. If you're passionate about making a meaningful difference and want to be part of the future of rehabilitation and wellness, Powerback is the place for you. Why Powerback? Benefits: We offer Medical, Dental, and Vision plans to Full-Time and Part-Time team members. Support for New Grads & Clinical Fellows: Our Powerback Clinical Mentorship Program kicks off on day one, helping you learn from the best in the field. Continuing Education: Keep growing with free CEUs through Medbridge. H-1B Visa & Relocation Assistance: We support Visa or Green Card sponsorships, plus our Journey Travel Program lets you work across the U.S. with the security of a full-time role. Perks at Powerback: Enjoy exclusive discounts on Wireless/TV, Home/Auto/Renters and Pet Insurance, Childcare, Eldercare, and more. Earn rewards through our PowerZone Employee Recognition Program, and expand your expertise with our Clinicians in Action professional development program. Responsibilities: Title: Physical Therapist Assistant Location/work environment: In facility Reporting structure: Reporting to Director of Rehab As a Physical Therapist Assistant, you help patients get well. You are the person who can bring their power back. In doing this, you will implement physical therapy programs and activities, follow developed recovery plans, and deliver therapy treatments. You're a healer and a helper, which is why you got into this line of work. You're equally adept at addressing the whole patient and seeing them as an individual. You know your goal is to execute a program that will restore, reinforce, and enhance their physical abilities. You're adaptable to the needs of the patient and can find joy in the variety of the work and the settings. You're a teammate and are looking for collaboration with your peers, but you're also happy to make referrals to help your patient get the care they need to thrive. You know that being a Physical Therapist Assistant means putting patients first; ensuring patients and their families receive the highest quality of service in a caring and compassionate atmosphere. If this sounds like you, we'd love to meet you! Powerback Rehabilitation (Powerback) is a new way of delivering recovery, rehabilitation, respiratory, and wellness services to patients across the nation. We deliver an empowered approach to achieving your full potential by providing integrated and individualized solutions. Our reimagined approach to rehabilitation connects directly to the patient experience, which is centered on transforming the road to recovery for everyone and helping patients get their power back. It's patient-centered care that provides a sustainable way of feeling better, moving better, breathing better, and living better. Working in a company that values growth and understands what it means to be a caregiver is refreshing. Our CEO is a former staff therapist. We offer growth, paths forward, and we are committed to patient-centered care. We are growing, stable, and need people like you, who have a calling to help people thrive. Isn't it time for you to work with a team where 86% of them know and feel their work makes a difference? So much so, we're certified as a 2023 Great Place to Work. Now is the time for you to join Powerback. Powerback has streamlined our hiring process: 1. Applying takes 3 minutes, give or take. 2. You'll hear back from us within 1 business day. 3. If you meet the qualifications, a recruiter will call you for a 10-minute conversation within 2-3 business days, depending on your availability. 4. You will then be presented to the hiring manager 5. The hiring manager will reach out within a business day to schedule the interview. This all happens within 1-5 business days from the phone screen. 6. After your interview, the hiring manager makes a quick decision. We aim to accomplish this within the week. 7. If the hiring manager wants to move forward, you will hear from us within a business day, because we are excited to get you started! Qualifications: 1. Graduate of an accredited Physical Therapist Assistant Program certified by the American Physical Therapy Association. 2. Licensed and/or eligible for licensure as required by the state of practice.

This is your opportunity to join a growing Heating Venting Air Conditioning contracting firm located in Hauppauge Long Island. The culture is phenomenal and offers a great opportunity to learn and move up within the company. The compensation package is excellent. The firm is seeking an Assistant Project Coordinator to support a brilliant Sr Project Manager and his staff of four. They require a qualified individual with a minimum of three years of experience. The ideal candidate needs to commit to five days in the office and should reside in Nassau or Suffolk County. Responsibilities: Assist in the development of project schedules and timelines Assist the Sr PM in the analysis of construction plans, HVAC documents, scope of work, costs, and contracts Work with project managers to understand and execute change order requests Support in the preparation of proposals. Communicate with subcontractors and vendors to request bids/quotes. Qualifications: Bachelor's degree preferred but high school or equivalent work experience will be accepted. Previous role as an Assistant Project Coordinator preferably in the construction space would be a plus. Strong computer software skills with applications such as Excel.

Hackmann Wealth Partners, a Stamford CT based financial planning firm, is seeking to hire an Administrative Assistant to join our growing team of professionals.Firm headquarters are in Stamford, CT with satellite sales locations in Boston, New York and Washington, DC. The company environment is fast-paced and entrepreneurial and requires team members to be enthusiastic and energetic. Primary Duties & Responsibilities The Administrative Assistant provides a high level of administrative service to handle various aspects of the operations of the firm. The Administrative Assistant is an integral part of the firm's growing team - willing to take on all types of tasks and projects to ensure team members deliver high quality client service and the operations of the firm run smoothly. The Administrative Assistant position requires performance of daily, routine tasks yet also involves adapting to an environment that is fast paced where responsibilities or priorities can change frequently. Responsibilities, among others, include: Coordinate and manage business and personal travel and administrative duties for the President. Provide overall administrative support to all team members - in both Operations and Financial Planning. Schedule/confirm meetings with clients/prospects; handle client phone calls, respond to client requests. Maintain spreadsheets of meeting summaries and ensure they are timely updated. Assemble financial plans and other client facing materials for client meetings. Perform general administrative duties (scanning, filing, faxing, archiving, etc.). Complete additional operational, marketing and administrative responsibilities as needed. Qualifications Possess excellent interpersonal, organizational and written communication skills. Outstanding phone skills is mandatory. Display poise and composure in accord with a professional work environment Demonstrate dependability and exhibits high degrees of integrity, confidentiality, professionalism, and discretion. Ability to maintain high standards despite pressing deadlines. Willingness to learn - the ideal candidate will have an understanding of general business operations and is expected to possess a high-level of expertise in business policies and procedures. Ability to handle highly sensitive, confidential and non-routine information. Microsoft Office Suite knowledge required. CRM knowledge a plus but not mandatory. Great energetic attitude and enthusiasm for working in a small but growing business. Benefits Base salary in the $55 - $60k range dependent on qualifications and experience. The successful candidate may be eligible for discretionary incentive compensation award(s). Awards are dependent on individual success at meeting job requirements and firm performance. Health insurance with employer / employee contributions, 401k plan, flexible personal/vacation time off, sick leave, paid holidays. Fit to company culture and meeting high expectations is essential. A trial period of six months will be applied in the terms of employment. Schedule: · Monday to Friday Education: · Bachelor's (Preferred) Experience: · Executive administrative support: 2 years (Preferred) Working in Stamford CT headquarters 4 days a week (M-Th). Remote work M-Th is not an option. Expected total hours worked per week in 45 hours range. Occasional calls or emails may be required before or after regular business hours. If you are interested in applying for this position, please email ************************** and include (1) two sentences about why you are interested in the position (2) where you live and your ability to commute and (3) attach your resume. Please make the subject line, “First Name Last Name: Resume”. Note: Only applicants that send this email will be considered for this position.

Wealth management firm seeks polished Administrative Assistant, Tax Administration to support the efficient and accurate processing of tax returns. This position requires a highly organized and detail-oriented individual with excellent communication and interpersonal skills. The Tax Administrator will be responsible for managing client files, communicating with clients, processing tax returns, and providing general office support. Key Responsibilities File Organization & Maintenance Data Entry & Verification Client Agreements Tax Return Delivery Client Communication Tax Return Filing Post-Filing Support General Office Duties Administrative Support Qualifications 1-2 years of experience in an administrative or office support role preferred. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other relevant software. Experience with tax preparation software (e.g., Tax Caddy, Onvio, Ultratax) and Salesforce is a plus. High School Diploma or equivalent required; Associate's degree in Accounting, Business Administration, or a related field preferred. Excellent organizational and time management skills with the ability to prioritize tasks and meet deadlines. Strong attention to detail and accuracy. Excellent written and verbal communication skills. Ability to work independently and as part of a team. Strong work ethic and a positive, professional attitude.

NorcaTec is looking for an experienced Administrative Assistant. This position will provide a wide range of administrative support. Duties include: Assist staff with day-to-day clerical functions Maintain and order office supplies, as needed, and maintain office in order at all times (conference room, kitchen, etc.) Research and make travel arrangements for employees by developing itineraries and booking transportation (domestic and international). Also Support travel requirements for our Minnesota and Pennsylvania locations. Coordinate IT support to employees when needed. Coordinate with building management when any maintenance issues arise. Preparing Expense reimbursement reports Assisting with ad hoc projects Manage Executive calendar Data entry will be required to support sales support staff at times. Organizing team building events for entire office and coordinate office social activities May take care of website functions and social media profiles Essential Skills and Knowledge: Able to prioritize and exercise good judgment in dealing with multiple tasks. Strong time management and organizational skills with the ability to follow-up on details. Must be a self-starter and be able to work in a team setting or individually. Proficient in Microsoft Office/Excel/Outlook Microsoft Powerpoint would be a plus, but not a requirement. Computer knowledge and troubleshooting Strong general administrative skills. Full time position, Working hours: Monday-Friday 9:00 AM-5:30 PM

The Greenwich, CT office of a global private investment firm is looking for an Adminstrative Assistant to support the CFO. They are looking for a smart, go-getter with 1-5 years of administrative experience after graduating college. The hours are 9-5 and, in addition to traditional admin work, there will also be a good deal of ad hoc projects, as needed. RESPONSIBILITIES Maintenance and management of calendars utilizing Microsoft Outlook; Answer all phone calls in a professional manner, take messages or assist directly when appropriate; Coordination of internal and external meetings to include room reservation, equipment set-up, and meeting material preparation (presentations, agendas and any other required documents); General administrative support including creating, maintaining, and editing documents, spreadsheets and presentations; Process expense reports in Concur ensuring compliance with the Travel & Expense Policy; Distribute daily mail to appropriate team members; Arrange all travel for executives including flights, hotels, car rentals, and car services through the Amex travel desk; Track team PTO and Sick days; Ad-hoc assignments as requested. QUALIFICATIONS Minimum 3 years of senior level admin experience; Bachelor's Degree strongly preferred Strong organizational skills, attention to detail is crucial Proficiency in Word, PowerPoint, and Excel Excellent research, writing, and communication skills Excellent time management, organizational and interpersonal skills; Resourceful, well organized, highly dependable, efficient and detail oriented; Hands-on problem solver; Must be able to handle confidential information with the appropriate level of discretion; Ability to work in a team environment;

Who We Are We are Tennis! The USTA (United States Tennis Association) is the national governing body for the sport of tennis and the leader in promoting and developing the sport's growth on every level in the United States, from local communities to the crown jewel of the professional game, the US Open. Why Work for the USTA? We are a passionate team of staff and volunteers focused on growing the sport of tennis and making it accessible to all. We are committed to removing barriers and creating opportunities for ALL to participate. Don't know tennis? Don't worry, you can still find yourself in the game! The Role We are seeking a detail-oriented and motivated Talent Acquisition Administrative Assistant to join our Talent Acquisition team. This role offers an exciting opportunity to gain hands-on experience in recruitment, onboarding, and administrative support within a dynamic and fast-paced environment. As a key member of the team, you will contribute to the success of hiring processes and ensure an exceptional candidate experience. Assist in recruitment processes for the US Open, including posting job openings, sourcing candidates, and scheduling interviews. Coordinate communication between candidates, hiring managers, and recruiters to ensure a seamless interview experience. Update statuses in applicant tracking systems (ATS) and tracking sheets. Support onboarding processes, including preparing offer letters, processing background checks. Provide general administrative support to the Talent Acquisition team, such as scheduling meetings, organizing files, and handling correspondence. Perform other duties as assigned to support the success of the Talent Acquisition team. Seasonal Duration: March 17, 2025 - August 1, 2025 Working hours: Monday-Thursday, 9:00 AM through 5:00 PM EST Hybrid schedule: Must be capable to work on-site 2-3 days per week at the Westchester Office 28 hours per week. Hourly Rate: $17.00 Who You Are Pursuing or recently completed a degree in Human Resources, Business Administration, or a related field. Strong organizational and time management skills with exceptional attention to detail. Excellent verbal and written communication skills. Proficient in Google Workspace tools. Familiarity with applicant tracking systems (ATS) is a plus. Ability to maintain confidentiality and handle sensitive information with discretion. Proactive and self-motivated with a strong ability to multitask in a fast-paced environment. A positive attitude, team-oriented mindset, and eagerness to learn about talent acquisition. Passion for human resources and recruitment. Come One, Come All We strongly encourage you to apply if you're interested; we'd love to learn how you can “serve” our team with your unique experience! USTA is dedicated to providing equal employment opportunities for all individuals, regardless of age, disability, national origin, race, color, religion, sex, sexual orientation, gender, gender identity, or expression, pregnancy, veteran status, marital status, family status, alienage or citizenship status, creed, genetic information, or any other status protected by applicable federal, state, or local law.

Base One Technologies provides world-class solutions and implementation services to help businesses run more efficiently. Our mission critical applications are scalable and reliable, ensuring accuracy, efficiency, and profitability for our clients. Located in New Rochelle, NY, we stay ahead in the rapidly changing technology landscape to deliver faster, more accurate information to our customers. Role Description This is a full-time on-site role for an Administrative Assistant at Base One Technologies in New Rochelle, NY. The Administrative Assistant will be responsible for providing administrative support, handling phone calls with professionalism, communicating effectively, and utilizing clerical skills to ensure smooth office operations. Qualifications Administrative Assistance, Executive Administrative Assistance, and Clerical Skills Strong Phone Etiquette and Communication abilities Excellent organizational and time management skills Proficiency in MS Office (Word, Excel, Outlook) Ability to multitask and prioritize tasks effectively Attention to detail and problem-solving skills Experience in a similar role is a plus Associate's or Bachelor's degree in Business Administration or related field experience with QuickBooks, excel, word, PowerPoint

Great opportunity for a return-to-work candidate with a school or education background! Dynamic private school seeking an Administrative Assistant to support the Head of Upper School by managing a combination of administrative tasks and relationship-building functions. The Administrative Assistant will serve as a key point of contact for students, faculty, staff, and families within the Upper School, helping to foster meaningful connections across the community. Core responsibilities include managing the Head of Upper School's calendar, coordinating demands on their time, resolving scheduling conflicts, and facilitating efficient workflows. The Administrative Assistant will collaborate with the Head of Upper School and the Upper School leadership team to ensure smooth daily operations. The ideal candidate will possess excellent verbal and written communication skills, outstanding organizational abilities, and the ability to leverage technology effectively to enhance organization and communication. Strong interpersonal skills, a collaborative and flexible nature, and the ability to manage sensitive and confidential information with discretion are essential. The school values individuals who thrive in a collaborative environment, are adaptable and innovative, and are eager to engage fully in the life of the school. Candidates should share our commitment to equity, inclusion, and cultivating a culture of belonging for all students. The duties and responsibilities of the Administrative Assistant include: Supporting the Head of Upper School The Administrative Assistant provides critical support to the Head of Upper School by handling various administrative tasks, including drafting emails and preparing communications for the division head and deans. Additional duties include minor accounting tasks, greeting visitors, answering the division head's phone, and scheduling meetings to ensure the division head's time is efficiently managed. These responsibilities help support the division head's priorities and daily operations. Community Engagement and Support The Administrative Assistant plays a key role in fostering relationships with students, faculty, and families to support the division head's efforts in building a strong community and positive environment. They maintain a visible presence in hallways and events, and act as the first point of contact for inquiries. The Administrative Assistant resolves routine issues for students, teachers, and families, manages direct access to the division head, and ensures a welcoming atmosphere at the school. Other duties include organizing parent-teacher conferences, reviewing school resources to ensure families have accurate information, receiving incoming calls to the main phone number, and sitting at the school's main reception desk on an as-needed basis. Classroom and Faculty Support So that faculty may remain focused upon instruction and in support of an efficient, supportive academic environment for all, the Administrative Assistant helps facilitate classroom coverage and study hall supervision, by coordinating with faculty to gather lesson plans and ensuring substitutes are equipped to provide as much continuity in learning by students as possible. Other duties may include monitoring student behavior in public spaces, proctoring detention weekly, and supervising classes or study halls on an as-needed basis. Attendance and student record management The Administrative Assistant is responsible for monitoring student attendance and other records, ensuring accurate and timely updates in Veracross, and ensuring that students, families, faculty, deans, and the Upper School administrative team may partner to uphold community norms and expectations for learning and behavior. Additional tasks may include upkeep of student disciplinary records and execution of processes to ensure that school's daily and class attendance data is complete and up-to-date. Calendar and event coordination The Administrative Assistant manages the Upper School calendar of events, and may oversee preparation for key events such as assemblies, family events, faculty meetings, and other important community events. This includes maintaining accurate calendar entries, resolving space and time conflicts, and coordinating with various departments to ensure event spaces are set up and ready. The Administrative Assistant also addresses last-minute logistical needs. Student records and academic support The Administrative Assistant collaborates with the Upper School administrative team to manage student leaves-of-absences, process transcripts, and support students' academic documentation needs. They maintain accurate student files and ensure the seamless flow of documents involved in onboarding new students. Additionally, the Administrative Assistant supports the Registrar and Assistant Head of Upper School for Academics & Program by contributing to the smooth operation of academic services so that all student records and academic processes are managed efficiently and effectively. Required Knowledge & Skills A high degree of discretion when dealing with confidential information Exceptional dependability and attention to detail Demonstrated ability to work independently and in teams Highly professional written and oral communication skills The ability to adapt and to find creative solutions to unexpected challenges Outstanding ability to create positive and appropriate relationships with students, families, and colleagues Experience with Microsoft Office Suite and Google Workspace Proficiency with database and spreadsheet applications Preferred Knowledge & Skills Familiarity with the PreK-12 environment Experience with student information systems Required Qualifications Associate's degree Three to five years of administrative experience or similar

Attention all successful Junior (1-3 years) Administrative Assistants in the Stamford, CT area! We/Hirewell are excited to partner with one of Stamford's most successful, dynamic, and growing Corporate HQs for a newly created role - Junior Administrator! Bring your 1-3 years of success in providing versatile support to a great leadership team while being mentored by a fantastic Senior Executive Assistant. Excellent career growth opportunity, as this role has exciting room for growth at this great Global Company with 3 Billion + annual revenue. Contract to Hire, with Excellent Market Compensation. Duties of role: Provides administrative support for the facility by coordinating shipping, purchasing, time edits, AR, AP, and other month-end procedures. Position Responsibilities: Email Management Calendar Management Maintaining calendars and scheduling meetings, telephone, video and web conference calls and quarterly reporting calls Travel Arrangements - Proficient in Concur - Travel & Expense General Administrative Tasks: Completing various administrative tasks as assigned Performs a wide variety of administrative activities Greeting employees and guests as they arrive Document production -- letters, memos, presentations and reports Coordination of meals and catering for in-house events Organizing in-house or external meetings or events Creating, maintaining, archiving and retrieving departmental files Excellent at pivoting at the last minute

On-site for the first three months, with potential for hybrid work thereafter About the Role Are you a resourceful multitasker with experience supporting senior executives and managing procurement operations? We are seeking a Procurement Specialist & Executive Administrative Assistant to bring their expertise in high-level administrative support and centralized purchasing to our growing, business-casual, and fun office environment. This is a unique opportunity to leverage your skills, make an impact, and grow with us. Key Responsibilities Procurement & Supply Chain Management: Procurement Strategy: Develop and implement purchasing strategies that align with company objectives. Supplier Evaluation: Identify, assess, and select suppliers based on quality, cost-effectiveness, and delivery performance. Vendor Relations: Build and nurture strong vendor relationships, negotiating favorable terms and agreements. Purchasing Oversight: Manage the end-to-end purchasing process, ensuring timely delivery and adherence to quality standards. Records Management: Maintain detailed records of purchases, costs, delivery schedules, and inventory for transparency and traceability. Executive Administrative Support: Calendar Management: Coordinate and maintain schedules, including meetings, appointments, and events for senior executives. Travel Coordination: Organize domestic and international travel arrangements, including flights, accommodations, and itineraries. Expense Reporting: Handle expense reporting and reimbursements with accuracy and timeliness. Meeting Preparation: Prepare agendas, materials, and follow-up documentation for meetings. Reservations & Event Planning: Manage reservations for team events, off-site meetings, and executive engagements. Qualifications: Proven experience in procurement, supply chain, or purchasing, as well as executive administrative support for VP or C-level executives. Exceptional organizational and time-management skills, with the ability to prioritize and adapt to a fast-paced environment. Strong negotiation skills and expertise in managing vendor relationships. Proficiency in Microsoft Office Suite, procurement software, and scheduling tools. Attention to detail with strong analytical and problem-solving abilities. A collaborative, can-do attitude that thrives in a growing and dynamic workplace.

We are seeking a detail-oriented and customer-focused Secretary to join our home heating oil company. This part-time role involves supporting daily operations, ensuring efficient delivery scheduling, and providing excellent customer service. The ideal candidate will have strong communication skills, be proficient with Windows, and thrive in a fast-paced environment.ResponsibilitiesAnswer customer phone calls professionally and courteously. You can get further details about the nature of this opening, and what is expected from applicants, by reading the below. Schedule delivery orders and dispatch information to drivers. Use heating software to create and adjust delivery routes. Perform data entry and maintain accurate records. Handle general administrative tasks, including filing and documentation. Assist with customer inquiries and resolve scheduling issues promptly. QualificationsPrevious experience in secretarial, scheduling, or dispatching roles preferred. Proficiency with Windows and the ability to quickly learn new software. Strong communication skills, both verbal and written Excellent phone etiquette and customer service abilities. Organized, detail-oriented, and capable of multitasking effectively.

Top 3 skills MUST have - Incoming inspection experience, ability to use measurement tools, mechanical aptitude, ability to read blueprints Responsibilities and Essential Functions: Uses mechanical and electrical drawings in addition to other required support documents to ensure incoming/outgoing materials meets predetermined tolerances and specifications. Works on assignments that are simple to moderately difficult, requiring judgment in resolving issues or making recommendations. Performs inspection of purchased parts, materials, components and equipment as materials are received from vendors or subcontractors. Determines or assists in determining methods, sequences and procedures necessary for inspection. Works from drawings, sketches and specifications. Adapts inspection measuring devices and procedures where necessary. Skills: Problem solving Reading and understanding schematics Using a computer to view, log, or find appropriate job-related information Self-directed in a team environment Safe use of live power and energized equipment Minimum Qualifications: A minimum of High School Diploma/GED OR 2 years of verified related experience Minimum 1 year of incoming inspection experience Ability to read and interpret engineering drawings Experience using inspection tools Preferred Qualifications: Typically requires a minimum of 2 years of related experience Experience using CMM for inspection

Summary The incumbent serves as Administrative Officer in Aircraft Certification Service. Performs multiple and varying administrative functions under the limited direction of a manager, program manager, or more experienced professional. Responsibilities Acts as an individual contributor and/or member of a team and may perform some leadership functions for small projects/programs or other work activities. Plans, develops, monitors, and executes actions required to manage administrative programs, such as fund certification of travel funds, financial tracking, business continuity plans, records management, property inventory, and annual data calls. Identifies relevant data, prepares reports, and presents the data using various methods and media, such as tables, graphs, charts, etc. Conducts analytical studies of processes, operations, and/or management services to evaluate program effectiveness and/or to recommend improvements to management processes, including answering to requests for data calls and/or related information. Applies experience and advanced knowledge to plan and accomplish administrative tasks. Typical assignments may include: tracking and analyzing data to ensure compliance with policies and procedures; conducting research; applying policies and procedures; providing advanced computer assistance; scheduling meetings; preparing correspondence; providing written or oral explanations of administrative policies; maintaining records; assisting with the coordination of new office policies and systems; working with high level and lower level professionals in day-to-day operations; and, identifying, analyzing, and recommending solutions for complex/difficult problems; and recommending improvements to systems and processes. Demonstrates considerable independence in planning time and assists others to plan and use assigned resources to complete tasks. Serves as Purchase Credit Cardholder and performs all associated activities for purchase and validation. Serves as the backup to the timekeeping coordinator and employees assigned to the organization. Plans, coordinates, and schedules meetings including participants from multiple internal and external groups. Collects and organizes documentation for all meetings. Provides administrative support on workgroups and participates on special programs. Handles special assignments of a confidential nature discretely, ensuring information and actions are accurate, timely, applicable, maintained on a need-to-know basis, and securely stored. Ensures organization Vital Records are current, and back-up copies are maintained. Prepares spreadsheets, correspondence, presentations, graphs, etc. utilizing various computer software applications in order to support management in tracking and managing various administrative and operations programs and projects, and responding to high visibility issues. In collaboration with the supervisor, articulates and communicates assignments to the secretary. Incumbent articulates the project, problems to be solved, actionable events, milestones, and/or program issues under review, and deadlines and timeframes for completion. Monitors and reports on the status and progress of work, checking on work in progress and reviewing completed work to see that the supervisor's instructions on work priorities, methods, deadlines and quality have been met. Facilitates teams in identifying interrelated processes, drawing conclusions and recommending appropriate actions to improve process effectiveness, efficiency, and productivity of administrative programs. Represents the administrative functions in dealings with the supervisor for the purpose of obtaining resources and securing needed information or decisions on major work problems and issues that arise. Work is reviewed periodically, typically at major milestones and at completion, for policy compliance and alignment with the requirements of projects and/or other work activities. Supports the organization by assisting in monitoring available resources. Ensures organization administrative processes are functioning efficiently and effectively and in accordance with current guidance, policies, procedures and regulations. Performs other duties as assigned. Requirements Conditions of Employment We are not accepting applications from noncitizens. Qualifications To qualify for this position at the FV-H (FG/GS 12) level you must demonstrate in your application that you possess at least one year of specialized experience equivalent to FV-G, FG/GS-10-11. Specialized experience is experience that has equipped you with the particular knowledge, skills and abilities to perform successfully the duties of the position. Specialized experience includes: Experience interpreting policies and procedures in the areas of fund certification and allocation, travel management, and procurement; Experience applying analytical techniques and evaluative methods pertaining to administrative functions; A Experience monitoring, tracking and identifying discrepancies and recommend solutions involving organization administrative functions such as budget, travel and procurement. The FAA is committed to eliminating the use of the Knowledge, Skills and Ability (KSA) narratives from the application in the hiring process for all announcements. Therefore, as an applicant for this announcement, you are NOT required to provide a narrative response in the text box listed below each KSA. Eligible applicants meeting the minimum qualification requirements and selective factor(s), if applicable, may be further evaluated on the Knowledge, Skills and Abilities (KSA); listed in the announcement. Based on this evaluation, applicants will be placed in one of the following categories: score order, category grouping, or alphabetical and referred to the selecting official for consideration. Education There is no education substitution for the FV-H band. Additional Information We may use this vacancy to fill other similar vacant positions. Position may be subject to a background investigation. A one-year probationary period may be required. The U. S. Department of Transportation strives to ensure that equity, transparency, accountability, collaboration, and communication permeate all that we do for the betterment of the Department, the traveling public, and our nation. As such, DOT values a highly diverse workforce of persons who promote a culture of belonging by respecting the personal dignity and worth of each individual and fostering a positive environment where all feel safe and welcome. If these commitments coincide with your personal ideals and professional aspirations, please consider joining the DOT family. This position is located in AIR-750. However, this vacancy announcement may be used to fill future vacancies in any of the other AIR Division Offices in the listed Duty Locations. In lieu of providing a KSA narrative response in the text box listed below each KSA in your work history, please include WORK HISTORY THAT DESCRIBES HOW YOU MEET THE ANSWER YOU CHOSE FOR EACH KSA. Your work history examples should be specific and clearly reflect the highest level of ability. Your KSA answers will be evaluated further to validate whether the level that you selected is appropriate. Your answers may be adjusted by a Human Resource Specialist as appropriate. Current or Former Federal employee (including a current FAA employee): You MUST submit a copy of your most recent (non-award) SF-50, Notification of Personnel Action, or equivalent document that verifies tenure (block 24, code 1 or 2). Failure to provide the required documentation by the closing date of this announcement will result in non-consideration for this position. Moderate Risk (5): This position requires completion & favorable adjudication of a Moderate Risk Background Investigation (Tier 2) background investigation prior to appointment, unless waiver is obtained This is not a bargaining unit position. Links to Important Information: Locality Pay, COLA