Administrative Assistant jobs at Eide Bailly

Our client, a global law firm, is looking to hire an Executive/Personal Assistant to support one of the firm's Partners located in NYC. This is an exciting opportunity to manage the professional and personal responsibilities of a partner who is actively involved in corporate cases. The ideal candidate will be a motivated, intelligent person who would like to play a key role in a dynamic and prestigious law firm. RESPONSIBILITIES • Manage busy professional and personal calendar for very busy Partner • Coordinate all travel planning for business and personal trips • Have a very responsive personality and ability to perform accurately when handling multiple time sensitive matters. • Monitor closely partner's email for meetings to schedule and events to calendar. • Be an energetic and proactive problem solver. • Be promptly responsive to calls, emails, and texts from partner • Prepare and finalize engagement letters for clients. • Run conflict checks of potential new clients. • Review and edit presentations to prospective clients. • Ensure timely submission of expenses for reimbursement of business trips. • Ensure Partner is always prepped for meetings • Keep Partner aware of key case and administrative issues in a timely manner; liaise with attorneys, consultants and clients as needed • Draft correspondence, coordinate with members of Partner's division, manage internal and external communications for the partner • Ensure timely tracking of attorney time and timely recording in law firm time system. • Build credibility, establish rapport and maintain communication with all clients and internal employees • Help with light event planning - firmwide and personal • Ensure continued legal education is reported and logged with various bars and professional organizations. • Assist with coordinating Partner's speaking engagements, business development, and various civic and philanthropic activities. • Assist with ad hoc projects as needed • Run errands, including personal errands, as needed REQUIREMENTS • 10+ years of Executive/ Personal Assistant experience supporting a senior level executive • Ability to work independently, efficiently, make good decisions, anticipate what actions need to be taken and determine what solutions should be implemented • Excellent judgment, maintain a flexible and positive attitude in a highly-demanding environment • Outstanding written and oral communication skills • Proficient in Microsoft Office • Extremely discreet • Maintain strict confidentiality of sensitive information, ensuring compliance with organizational policies and regulatory standards. SALARY $140-170K + paid OT + bonus HOURS 9:30am-6:30pm with flexibility to be reachable after hours & weekends as needed *This person will be 3x a week in office (can be based out of the firm's DC, NYC or Boston offices)

Seeking best-in-class executive support A top-tier investment firm is actively searching for a best-in-class executive assistant and / or an operations and logistics guru to contribute significantly in a collaborative environment where outstanding abilities, skills, and performance are valued highly. The group is open to applicants from a variety of professional and academic backgrounds. Key qualifications and skills will include: anticipating the principal's needs and handling high-level interactions with confidence; prioritizing and managing multiple projects simultaneously while following through on issues in a timely manner; taking point on complex planning and logistics; and running a busy, dynamic executive calendar. Discretion and awareness of confidentiality and privacy concerns are of paramount importance. If you are the best at what you do and have high standards and goals, this can be a very lucrative position, and the firm is looking to hire for the long run. Starting salary is expected to be $150,000 - $170,000+ with significant room for growth. We would also welcome submissions from best-in-the-business individuals commanding higher compensation. 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.

A well-established, fast-growing company is seeking a Confidential Executive Assistant / Personal Assistant to provide high-level administrative, operational, and occasional personal support to the CEO. This position requires exceptional organizational skills, professionalism, and discretion. The right candidate will be highly reliable, resourceful, and comfortable managing a wide range of responsibilities - from executive scheduling and communications to local driving and logistical coordination. Responsibilities: Manage and prioritize the CEO's daily schedule, appointments, and travel logistics. Coordinate meetings, prepare agendas, take notes, and track follow-up actions. Draft, edit, and prepare correspondence, presentations, and reports. Serve as liaison between the CEO and internal/external stakeholders, maintaining confidentiality at all times. Manage special projects and assist in planning company meetings and off-site events. Provide occasional personal support, including driving the CEO to meetings, events, and airport drop-offs/pickups. Ensure vehicle cleanliness, readiness, and safe transport at all times. Handle confidential and sensitive matters with discretion and professionalism. Anticipate needs and proactively resolve issues to ensure smooth daily operations. Requirements: Bachelor's degree or equivalent professional experience. Minimum 7+ years of experience supporting senior or executive-level leadership. Exceptional organizational, time-management, and multitasking abilities. Excellent written and verbal communication skills. Professional demeanor with strong attention to detail and follow-through. Valid driver's license and clean driving record (MVR required). Ability to maintain confidentiality and use sound judgment in all matters. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). Flexibility to assist with personal errands, occasional after-hours needs, or short trips as required. Must be reliable, discreet, and able to represent the CEO and organization with the utmost professionalism. What's Offered: Competitive base salary commensurate with experience. Comprehensive health, dental, and vision insurance. 401(k) with employer match. Generous paid time off and holidays. Flexible hybrid work arrangement when not driving or on-site. Opportunity for long-term growth within a respected organization. Professional and supportive environment working directly with executive leadership.

Midtown Manhattan, NYC Full Time, Permanent Position Our client, a prestigious and highly regarded family office, is seeking an Executive Personal Assistant to provide high-level concierge services. This role requires a proactive and highly organized professional to support an Ultra High-Net-Worth individual with personal and logistical tasks as well as day-to-day operations. The ideal candidate will have experience working with executives or high-net-worth individuals, exceptional attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Job Description: Provide high-touch concierge and personal assistant services, ensuring seamless day-to-day support. Manage personal errands and coordinate logistics between multiple locations, including the client's home and office. Conduct research, summarize findings, and present actionable recommendations. Prepare documents, correspondence, and presentations for various personal and business needs. Assist with medical and health-related paperwork, scheduling, and coordination. Troubleshoot simple IT-related issues and provide step-by-step guidance on device management. Liaise with household staff, track work progress, and oversee home maintenance projects. Develop and maintain vendor relationships, ensuring service agreements and quality standards are met. Maintain detailed records for subscriptions, car services, expenses, and home-related services. Coordinate mail and package deliveries through certified mail, FedEx, and other methods. Manage travel logistics, including flights, hotels, ground transportation, and itinerary planning. Lead and oversee special projects, track progress, and provide status updates. Implement and manage administrative processes to enhance efficiency. Flexibility to work extended hours, weekends, and at multiple locations as needed. Additional responsibilities as assigned based on evolving client needs.

Adams & Martin Group has partnered with a well-respected law firm to identify an experienced Litigation Legal Secretary for their team. This is a full-time, on-site opportunity supporting attorneys with high-level litigation, legal document production, trial preparation, and administrative responsibilities. Responsibilities Perform advanced and highly skilled legal secretarial duties, including drafting, proofreading, and preparing complex litigation documents, pleadings, and correspondence Maintain consistent communication with attorneys, paralegals, clients, and regulatory agencies while upholding strict confidentiality of all legal matters Handle litigation calendar management, including monitoring court appearance dates, deadlines, filing requirements, and trial schedules Set up shell pleadings with minimal supervision and follow court-specific litigation protocols for federal and state courts Coordinate attorney travel arrangements, meetings, conferences, and trial preparation logistics Process incoming mail, enter attorney time, and prepare expense reports Exercise sound judgment and discretion when communicating with clients and legal partners Provide administrative support, overflow support, and serve as a team facilitator/team lead when needed Recommend and implement new procedures to improve workflow efficiency Maintain organized physical and electronic litigation filing systems for accurate document retrieval Perform clerical tasks including photocopying, mailing, messenger/FedEx coordination, and transcribing dictations or telephone messages Use litigation knowledge to ensure accurate and timely e-filings in federal and state courts Apply strong attention to detail when proofreading documents for accuracy, grammar, and legal formatting compliance Support attorneys with multitasking across competing litigation priorities and deadlines Integrate fully with the litigation team and contribute to a proactive, collaborative environment Qualifications Minimum of seven years of litigation secretarial experience in a law firm Expert-level knowledge of litigation court protocols, filing requirements, and e-filing procedures (federal and state) Strong proficiency in Microsoft Office Suite and legal document production Ability to type 60+ WPM Strong communication skills, professionalism, and ability to work with confidential legal information Highly organized, detail oriented, and able to work independently with minimal supervision Ability to prioritize tasks, meet deadlines, and manage shifting litigation demands Strong judgment, discretion, and ability to exercise initiative Problem-solving skills and ability to handle high-volume legal document workflows High school diploma or equivalent required Willingness to work overtime as necessary Benefits Thirty-five-hour work week Two weeks' vacation to start; three weeks after three years; up to four weeks accrued Ten days of sick leave Full health benefits, including vision coverage Work Schedule Full-time position, Monday-Friday, 9:00 AM-5:00 PM Hybrid schedule - must be in the office a minimum of three days per week Evening and weekend work may be required during peak litigation periods Non-exempt position under the Fair Labor Standards Act This firm offers competitive compensation, comprehensive benefits, and the opportunity to join a collaborative legal team with a strong litigation practice. Please submit your resume for confidential consideration. All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

*Must have seven plus years of experience *Candidate must be onsite five days a week for the first month, with potential of remote work (up to two days remote each week) after the 30 day evaluation period Assists a VP-level Executive, their three (3) direct reports, and a mid-size department with daily administrative duties. Candidate will perform a broad variety of administrative activities including (but not limited to): managing projects, tracking deadlines, managing an active calendar of appointments, arranging travel and itineraries, completing expense reports, coordinating meetings/events, preparing/editing presentations, composing correspondence, and recommending/making purchase decisions. The candidate must possess strong written and verbal communication skills. The candidate is expected to have intermediate to advanced computer skills including word processing, spreadsheet calculations, basic presentation assembly, and familiarity with database applications; this individual may be asked to train others, if needed. Candidate must be comfortable working in a complex, fast-paced environment.

Prestigious global law firm is seeking an experienced Litigation Secretary to support Labor and Employment (L&E) attorneys in Los Angeles. The ideal candidate will possess excellent time management, communication, and organizational skills and have extensive knowledge of state and federal judicial systems and agency procedures in labor and employment law. Responsibilities Coordinate attorney support with internal teams (billing, calendar, etc.). Submit clear, accurate documentation to support teams. Track deadlines and notify attorneys as needed. Update litigation records (e.g., Virtual Binder, TOCs, TOAs). Prepare and file/e-file documents with state and federal courts ensuring proper service. Assist with preparing for trials, depositions, and hearings. Qualifications 5+ years of civil litigation defense experience; L&E Defense preferred. Strong organization for managing tasks across attorneys. Effective time management and prioritization skills. Expertise with Best Authority for TOCs/TOAs. Familiar with court rules & ECF procedures. Additional Information Compensation: $90,000 - $105,000 commensurate with relevant experience and education. The firm offers generous compensation and benefits packages. This hybrid position is based in Century City or Downtown, with a schedule of working in-office 2-3 days per week. Submit your resume in Word or PDF format today for immediate and confidential consideration! All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

Job Title: Administrative Assistant Duration: 03 months contract with possible extension Payrate: $30.30/hour on W2 *****(Need only W2 and Local Candidates in Phoenix, AZ || No C2C)****** Administrative duties include Reviewing team email inbox multiple times per day Saving documents received Tracking information in spreadsheets and on dashboards Meeting daily with manager Meeting multiple times per week with team members Reporting to manager on late responses Creating letter and email correspondence Maintaining calendar events Being available via google meetings, chats, or telephone (constant - 15-30-minute increments) Managing confidential data Other duties assigned Required Skills: MUST HAVE COMPUTER SKILLS, experience in high volume roles, ability to change tasks frequently, flexibility, following set workflows, Google Suite, experience in business software, responding to emails and requests quickly. Preferred Skills: administrative experience or other administrative certifications. Education: High School Diploma/GED

Job Title - Administrative Assistant Pay - $30.00/HR w2 Duration- 3 months contract with possible extension Administrative duties include: Reviewing team email inbox multiple times per day Saving documents received Tracking information in spreadsheets and on dashboards Meeting daily with manager Meeting multiple times per week with team members Reporting to manager on late responses Creating letter and email correspondence Maintaining calendar events Being available via google meetings, chats, or telephone (constant - 15-30 minute increments) Managing confidential data Other duties assigned

Title: Administrative Assistant Job Type: Contract-to-Hire Compensation: $25.00 - $28.00 per hour (W2) Industry: Non-Profit --- About the Role We're hiring on behalf of a youth-focused nonprofit that delivers diversion, behavior intervention, and leadership programs. This role supports program operations, data management, external relations, and event logistics. Flexible hours are available, but some evenings/weekends are required (programs typically run 4-8 PM; schedules provided two weeks in advance). Job Description Program Support: Assist with Diversion, Behavior Intervention, and Youth Leadership programs-manage referrals, registration, correspondence, logistics, and reporting. Administrative & External Relations: Maintain reception area, phone system, mail, vendor coordination, inventory, and supply purchasing. Event Management: Organize staff meetings, professional development, and internal/external events; manage calendars and travel arrangements. Data & Reporting: Oversee databases, generate reports, support compliance, and maintain online presence. Technology & Tools: MS Office Suite, Outlook, SharePoint, Canva, SurveyMonkey, Google Forms, Zoom, Teams, Google Drive, Aprocot database. Qualifications Required Bachelor's degree or equivalent experience. 6+ years in office administration with increasing responsibility. Proficiency in Microsoft Office, videoconferencing, and database management. Strong organizational, communication, and problem-solving skills. Ability to work independently, manage multiple priorities, and maintain confidentiality. Comfortable with technology and learning new systems. Available for some evenings/weekends; must pass background check. Preferred Experience advocating for racial equity and inclusion. Knowledge of systemic racism and public systems. Fluency in Spanish, Hmong, Somali, or other languages. Benefits Dahl Consulting is proud to offer a comprehensive benefits package to eligible employees that will allow you to choose the best coverage to meet your family's needs. For details, please review the DAHL Benefits Summary: *********************************************** How to Apply Take the first step on your new career path! To submit yourself for consideration for this role, simply click the apply button and complete our mobile-friendly online application. Once we've reviewed your application details, a recruiter will reach out to you with next steps! Equal Opportunity Statement As an equal opportunity employer, Dahl Consulting welcomes candidates of all backgrounds and experiences to apply. If this position sounds like the right opportunity for you, we encourage you to take the next step and connect with us. We look forward to meeting you!

We're partnering with a mission-driven organization that's actively interviewing for a Front Desk Receptionist/Admin. This is a full-time temporary role with the possibility of converting to permanent, ideal for someone who is tech-savvy, organized, and confident engaging with a variety of stakeholders in a fast-paced environment. If you're interested, please Apply Now to learn more! Role: Front Desk Receptionist/Admin Term: Temp with possible conversion Commute: Fully Onsite Salary: Up to $75K DOE Qualifications: • Bachelor's degree • 3+ years of experience in a Front Desk or administrative support role • Experience in nonprofit, education, or mission-driven environments • Strong communication skills, tech proficiency, and multitasking ability • Reliable, organized, and calm under pressure US Citizens and Permanent Residents welcome; unable to sponsor at this time

Preeminent national defense firm has an immediate need for an experienced Litigation Secretary in their Downtown Los Angeles office. The Litigation Secretary will collaborate with a dynamic team of attorneys to deliver comprehensive support. The ideal candidate has 5+ years of experience drafting and revising correspondence, pleadings, and legal documents; organizing and managing electronic files; preparing expense reports; managing attorney calendars; and performing other legal administrative tasks as needed. Duties and Responsibilities: Maintain and update electronic case files, adhering to protocols for efficient searching and tracking. Prepare and revise legal documents, pleadings, exhibits, administrative filings, and mediation/arbitration materials. Manage attorney calendars to monitor deadlines, coordinate filings, and ensure timely task completion. Handle administrative tasks such as expense reports, client invoicing, conflict checks, and new client onboarding. Arrange travel logistics, including bookings, transportation, and updating reservations through the firm's travel agency. Proofread documents, prepare notebooks and exhibits, and manage confidential, time-sensitive materials. Required Experience: Minimum of 5 years of civil litigation experience with strong understanding of legal terminology and procedures. Commercial Litigation experience preferred but not required. Proficiency in e-filing systems (ECF and California state), document databases (e.g., NetDocs), and Microsoft Office Suite (Word and Outlook). Familiarity with billing and expense reporting software is a strong plus. Comprehensive benefits, generous PTO, and flexible work schedules offered. Compensation: $90,000 - $110,000 based on experience. If you are looking to work in an environment of open communication and collaboration built on mutual respect across all levels of the firm, this is the place for you! Apply today for immediate and confidential consideration! All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

A Century City law firm is seeking a Litigation Assistant to join their team. The Litigation Assistant will provide comprehensive administrative and legal support to multiple attorneys in a fast-paced environment. This Litigation Assistant role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities while maintaining a high-quality work product. Firm offers competitive salary, full benefits package, and hybrid on-site/hybrid work location. Litigation Assistant Duties, Responsibilities & Qualifications: Prepare and revise correspondence, pleadings, discovery submissions, and exhibits for agency, state, and federal matters. Assist with preparation of administrative filings/exhibits in agency matters, exhibits for submission in a variety of matters. Experience working in ECF and California state e-filing systems Proficiency in document management systems (NetDocs or similar), Microsoft Word and Outlook; familiarity with billing and expense software (InTapp, Concur) is a plus 5+ years of experience + an associate degree or 4-year college degree preferred, or relevant experience considered. All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

Job Title: Litigation Secretary (Legal Secretary / Practice Assistant / Practice Specialist) Status: Temp-hire or Direct-hire About the Role: Adams & Martin group is assisting a mid-sized litigation firm with an experienced Litigation Secretary position to support attorneys in document preparation, filings, calendaring, and trial support. Responsibilities: Strong preference for experience e-filing in state, federal and appellate courts Prepare and file legal documents (e-filing and hard copy) Draft correspondence and manage client communications Schedule meetings, depositions, and conference rooms Maintain calendars in ProLaw and Outlook; calculate deadlines under local, state, federal, and appellate rules Update and organize electronic files in ProLaw Process invoices and handle administrative tasks Skills & Qualifications: Strong organizational, communication, and proofreading skills Ability to manage deadlines and prioritize tasks Knowledge of ProLaw preferred; Adobe/Kofax PDF editing a plus To apply, please submit your resume for immediate consideration. Interviews are being scheduled now. All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

Our client, a prestigious global investment firm, is seeking an experienced Administrative Assistant to support a team of professionals. This is an excellent opportunity for someone who enjoys working in a fast-paced environment and takes pride in keeping operations running smoothly. Key Responsibilities: Manage daily calendars, schedule meetings, and coordinate logistics for internal and external appointments. Arrange travel and handle detailed itineraries, ensuring accuracy and efficiency from start to finish. Process expense reports and maintain accurate records in a timely manner. Assist with preparing documents, reports, and presentations with strong attention to detail. Support client meetings and occasional events by coordinating catering, venues, and materials. Serve as a point of contact for internal and external communications. Collaborate with team members to provide backup support and ensure seamless workflow across departments. Take initiative on special projects and general administrative tasks as assigned. Qualifications: 5+ years of administrative experience supporting senior leaders or teams. Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). Strong organizational and time-management skills with the ability to multitask. Excellent written and verbal communication skills. Professionalism, discretion, and strong attention to detail. A proactive mindset with the ability to anticipate needs and adapt to changing priorities. You can use www.workgrades.com to collect and manage your references for free and share them with us or anyone else you choose. 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.

Title : Administrative Assitant Hourly Pay : $22/hr Duration : 6-12 Months The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role. Responsibilities Handle and coordinate active calendars Schedule and confirm meetings Ensure file organization based on office protocol Provide ad hoc support around office as needed Qualifications Bachelor's degree or equivalent experience Strong interpersonal, customer service and communication skills Ability to multitask Proficient in Microsoft Office suite

Job Title: Central Operations - Administrative Support Pay Rate: $22 per hour About the Role The Central Operations - Administrative Support Professional will be part of the Ayco Executive Wealth team, supporting advisors in helping clients achieve their personal financial goals through education and implementation across key financial disciplines, including employee benefits, tax planning, and investments. This position provides comprehensive administrative and operational support within a fast-paced, collaborative environment. Key Responsibilities: Provide administrative support to multiple advisor teams. Prepare, review, and edit confidential correspondence. Manage document scanning, organization, and archiving across multiple systems. Prepare and process travel expense and billing allocation reports. Handle time-sensitive quarterly client tax payments. Support miscellaneous administrative and operational projects as needed. Required Skills and Qualifications: Proficiency with Microsoft Office Suite (Word, Excel, Outlook). Strong organizational skills with exceptional attention to detail. Ability to multitask and perform effectively in a fast-paced environment. Excellent written and verbal communication skills. Strong teamwork and collaboration mindset. Ability to maintain confidentiality and handle sensitive information with discretion. Additional Information: Position Type: Full-time, onsite

Our client is seeking an Administrative Assistant to support the CEO. 100% on site Non-Profit experience HUGE plus! The Administrative Assistant provides high-level administrative support to the Chief Executive Officer (CEO) and serves as the central coordinator for all grant-related calendaring, communications, deadlines, and reporting. This position ensures timely and accurate execution of grant applications, letters of interest, progress reports, expenditure tracking, and closeout requirements. The role also supports organizational initiatives with administrative preparation and coordination for special events, program visibility opportunities, and donor/grantor stewardship activities. The ideal candidate is proactive, detail-oriented, and skilled at managing complex timelines and confidential information. They anticipate needs, maintain excellent communication, and help drive organizational priorities forward with accuracy and professionalism. Essential Duties & Responsibilities CEO Administrative Support Manage the CEO's calendar, appointments, meetings, and travel arrangements. Prepare agendas, pre-reads, meeting packets, and follow-up action items for internal and external meetings. Draft, edit, and proofread professional correspondence, announcements, reports, presentations, and documents. Assist with Executive Team and Leadership Team meetings, including note-taking and distribution of follow-up items. Maintain organized digital filing systems and protect secure and confidential information. Serve as a primary administrative partner for CEO-driven initiatives and cross-departmental projects. Grant Coordination & Calendaring Maintain a comprehensive grants calendar including deadlines for letters of interest, applications, supporting documents, interim reports, expenditures, compliance requirements, and final reports. Track progress of all grant tasks across departments and send proactive reminders to ensure deadlines are never missed. Assist with data gathering, demographic research, and other information needed for proposals. Coordinate with Marketing, Program Delivery, and Finance to ensure grants are accurately represented, properly documented, and fully compliant with reporting expectations. Manage grant data entry and reporting using CRM and other software systems. Maintain grant tracking spreadsheets, funding documentation, and financial/statistical updates. Donor & Grantor Relations Serve as a professional point of contact for donors and grantors, coordinating communication and scheduling meetings on behalf of the CEO. Draft and send acknowledgment letters, thank-you messages, stewardship updates, and annual reports. Maintain accurate donor and grantor information, activity histories, and stewardship tasks in CRM. Coordinate donor and funder meetings, site visits, calls, and follow-up communications. Support donor outreach, engagement materials, and impact updates tied to grant-funded or donor-supported programs. Ensure deadlines for grantor reporting are met with excellence, accuracy, and professionalism. Cross-Department Collaboration Partner with Marketing to prepare newsletters, web content, and updates that highlight grant-funded programs and donor-supported initiatives. Work with Program Delivery to gather program data, track outcomes, and meet reporting requirements tied to grants. Support the CEO with cross-functional administrative requests requiring coordination between departments. Special Event Support Provide administrative and logistical support for organizational events, donor gatherings, program celebrations, and community engagement activities. Assist with scheduling, logistics, invitations, registrations, run-of-show documents, onsite support, and post-event follow-ups. Coordinate event communication and documentation including agendas, attendee lists, thank-you notes, and tracking of post-event action items. General Administrative Support Create, prepare, and distribute correspondence, reports, spreadsheets, and presentations. Answer calls, schedule meetings, and maintain communication workflows for the CEO's office. Assist with data entry, filing, documentation, and project tracking. Execute administrative tasks as assigned to support smooth operation of the CEO's office and organizational priorities. Qualifications Bachelor's degree in Business, Organizational Development, Public Administration, Communications, or related field OR minimum three years of progressively responsible administrative support experience, preferably in a nonprofit setting. Experience supporting executive leadership strongly preferred. Prior experience with grants, donor communications, or fund development support strongly preferred. Demonstrated organizational, time management, analytical, and problem-solving skills with exceptional attention to detail. Strong proficiency in MS Office Suite, databases, and virtual meeting platforms; experience with CRM systems a plus. Excellent oral and written communication skills, including editing and professional formatting. Ability to manage confidential and highly sensitive information with discretion. Self-motivated, resourceful, and capable of anticipating needs and working independently. Requirements Ability to work 37.5 hours per week, with occasional evenings or weekends based on CEO schedule or grant deadlines. Daily access to reliable transportation within the organization's service area. Ability to travel by car as a driver or passenger for extended periods. Ability to lift, push, and/or pull up to 25 pounds. Ability to stand, bend, walk, or sit at a computer for extended periods. Successful completion of a criminal background check.

Our client, a consulting firm, is seeking an Administrative Assistant to support their CEO in their New York Office. The ideal candidate is organized, resourceful, and motivated. Onsite: 5 days a week in midtown office Salary: $50,000-$57,000k base + benefits Responsibilities: Provide strategic support to the CEO including managing calendars, meeting coordination, note taking Manage internal and external communications on behalf of CEO Collaborate and communicate with oversees vendors Assist with meeting coordination and preparing documents Requirements: College degree preferred Strong written and verbal communication Proactive problem solver, resourceful, and detailed Please submit your resume for consideration! 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.