Project assistant jobs in Edison, NJ

Objectives and Responsibilities Assist all PM's and APM's with necessary paperwork (purchase orders / RFIs / Change Order Request / Change Orders (to clients & subs) / check requests etc.) Maintain and process Submittal and RFI logs and follow up with Subcontractors, Owners, and Architects for outstanding submittals and RFI's Verify subcontractor required documentation (Master Subcontractor Agreement, Certificates of Insurance) Process subcontractors/purchase orders and send out with all attachments and billing instructions Daily interaction/collaboration with VP, PX, PM, and/or APM to ensure all projects are running smoothly; discuss any issues or concerns that need to be addressed Assist PX, PM, and/or APM with follow up with Subcontractors, Owners, and Architects for any outstanding paperwork (Signed Subcontracts, Signed Change Orders, PO's, COR's, etc.) Assist Project Managers in maintaining project-specific spreadsheets and logs Attend meetings, via phone or on-site, with Project Manager and Field Superintendent to take notes and interact with client/team Monthly invoicing for projects and any required back up from Vericon and or all subcontractors (lien waivers, affidavits) Send draft invoice to client for review and approval before finalizing Provide and continuously update the Project Superintendent with Start Up binder for all new projects (project directory, local hospitals/clinics, scopes of work, approved submittals, answered RFIs, updated drawings, etc.) Assist estimating with making calls to subs for bids Maintain job specific network drive folders, including but not limited to emails, contracts, RFI's, photos, daily reports, change orders, change order requests, etc. Assist and maintain Project Team calendar including scheduling meetings with clients, job meetings, site visits, etc. Assist with compiling meeting minutes on certain projects Assist with the Permitting Process (Fill out tech cards, file permit package/pickup approved permits from township) Order drawings for project super, PM, or APM Order materials, supplies, and equipment for projects when necessary Process safety documents for clients/project (varies from project to project) Provide back-up for the receptionist (answer phone overflow, provide lunchtime back-up, sign for packages, hand out mail, etc.) Prepare all required paperwork for PM to bring to project meetings (RFI logs, submittal logs, prior meeting minutes) Additional tasks as given by PM/APM as needed

This role requires an individual with strong interpersonal and organizational skills to work in an office environment. This position is the key interface for customers and program Trade Ally's to interface with utility energy efficiency programs. Key Requirements: Actively listen to customer needs and goals and appropriately describe and promote the program that meets the customer's goal. Work with pre-qualified leads to generate and schedule appointments where appropriate. Assist customers and contractors with the application processes for market-based programs. Perform a desk-top eligibility review and aid building decision makers in identifying next steps. Refer callers directly to appropriate team members when it is clear they are the next step in the process. Accurately log all calls in CRM so team has access to the latest interaction with building. Complete all commitments offered to customer in a timely manner, i.e. call backs, application referral, email responses, etc. Identify and resolve customer issues with professionalism and with the collaboration of cross-functional team members as appropriate. Perform the assigned duties with minimal supervision, but also work in a team problem solving environment. Follow all policies and guidelines set by company. Maintain confidentiality regarding company and participant information. Excellent communication (both verbal and written), customer service and phone skills, organization, grammar, and spelling skills Must be able to prioritize and work both independently and as part of a team Ability to work well under pressure in time-critical situations and be productive and self-motivated during slow periods Intermediate experience in MS Word, Excel, PowerPoint, and Access Bilingual (English/Spanish) DESIRED Requirements Customer-centric mindset 2+ years of relevant experience Passionate about making a difference. Love working with people. Great oral and written communication skills (talking and listening) Quick learner who is eager to improve professional skills. Ability to actively listen and take initiative to seek actionable solutions to customer goals. Flexible with the capacity to thrive in a high-change business environment. An action-oriented and results-driven individual who likes to be the one-stop solution or advisor for customers. Experience in inside/outside sales or appointment setting is a plus EXPERIENCE & EDUCATION Minimum of 7 years' experience in administrative services Associate's degree from an accredited college in a related discipline, or equivalent experience.

Job Title : Project Specialist Duration : 3 Months Education : Bachelor's degree (preferred in Training, HR, Communications, Education, or Graphic Design). Shift Details : Onsite/ Monday - Friday, 9:00 AM-5:00 PM General Description: Develop training materials, job aids, memos, and internal communications. Lead new hire orientation and onboarding activities for Payroll. Collaborate with Payroll team leads to document and communicate processes. Ensure accuracy and clarity in all written materials. Support process improvement and employee development initiatives

Executive Assistant Finance and Investment firm is looking for an experienced Executive Assistant. In this role, the Executive Assistant will provide comprehensive Administrative assistance to a Senior Executive and his team. This position is 4 days in office and 1 day work from home. Responsibilities Include: Provide comprehensive administrative support Coordinate complex, senior-level internal/ external meetings and conference calls Handle a high volume of phone calls and interacts with high level business leaders in a professional and effective manner Prepare presentations and other materials for meetings Maintain complex and extremely detailed calendars and prioritizes meeting requests and related logistics Coordinate domestic travel arrangements Process and track expense reports Personal assistant tasks as needed Qualifications Include: Bachelor's Degree preferred Minimum of 4 years of administrative experience Requires excellent interpersonal and communication skills Ability to maintain high standards despite pressing deadlines Demonstrates high degree of integrity and confidentiality Strong organizational skills Team player with a positive attitude Strong proficiency in MS Word, Excel, PowerPoint and Outlook

WHO WE ARE: A New York landmark since 1901, Bergdorf Goodman represents the global pinnacle of style, service and modern luxury. With its rich history of showcasing leading and emerging designers, the iconic store at 5th Avenue and 58th Street-the crossroads of fashion-is a singular destination for discerning customers around the world. BG.com expands on Bergdorf Goodman's heritage, showcasing coveted collections for men and women in an unparalleled online shopping experience. Bergdorf Goodman is part of Saks Global's portfolio of top luxury retail brands and real estate assets. For more information on the latest news and events at Bergdorf Goodman, visit bergdorfgoodman.com or follow the brand on Instagram and YouTube. YOU WILL BE: The Selling Assistant supports the seller in delivering a seamless and elevated shopping experience for top clients. This role is responsible for assisting with appointment preparation and execution, processing transactions, and managing post-appointment follow-up such as order tracking, alterations, and thank-you correspondence. The Selling Assistant also helps maintain accurate client records, supports digital selling and social media initiatives, and organizes gifting projects to enhance client engagement. With a strong focus on organization, service, and attention to detail, the Selling Assistant ensures fitting rooms and merchandise are maintained to the highest standard while enabling the Personal Stylist to provide exceptional, personalized client experiences. WHAT YOU WILL DO: Assist the seller in preparing and executing selling appointments Ring transactions at POS Process merchandise for Fashionphile Service Completing post appointment follow up, including order tracking, alterations, thank you notes Help organize appointment scheduling Enter and maintain precise clientele information Assist with Digital selling and Social media presence Help organize gifting projects and experiences for Top Clients Ensure all unsold merchandise is returned to stock Ensure cleanliness of fitting rooms using housekeeping and maintenance services WHAT YOU WILL BRING: Experience working in a fast-paced environment Styling, fashion and/or fashion retail experience is required Experience with Microsoft Excel, Teams and Sharepoint Any additional duties and responsibilities including projects, tasks, and activities as required High School Diploma / equivalency required. Associates must be willing to work a flexible schedule based on business need, which will include evenings, weekends, and holidays Comfortable working in a remote environment YOUR LIFE AND CAREER AT BERGDORF GOODMAN: Opportunity to work in a dynamic fast paced environment at a company experiencing growth and transformation Exposure to rewarding career advancement opportunities across the largest multi-brand luxury retailer from retail to distribution, to digital or corporate Comprehensive benefits package for all eligible full-time employees (including medical, vision and dental) An amazing employee discount SALARY AND OTHER BENEFITS: The hourly rate for this position is between $22 per hour. Factors which may affect starting pay within this range may include market, experience and other qualifications of the successful candidate. Benefits: We offer the following benefits for this position, subject to applicable eligibility requirements: medical insurance, dental insurance, vision insurance, 401(k) retirement plan, basic life insurance, supplemental life insurance, disability insurance, and a variety of additional voluntary benefits (such as critical illness, hospital and accident insurance). Thank you for your interest with Saks Global. We look forward to reviewing your application. Saks Global is an equal employment opportunity employer and is committed to providing reasonable accommodations to applicants with disabilities. If you are interested in applying for employment with Saks Global and would like to request special assistance or an accommodation, please contact Bergdorf Goodman People Business Partner department. It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Duties of Administrative Assistant: The Administrative Assistant will provide customer service Maintaining and organizing files Review and process purchase orders The Administrative Assistant will handle answering phone calls/emails Updating customers on orders Scheduling meetings and appointments The Administrative Assistant will be focused on managing customer accounts Ordering supplies and materials Requirements of The Administrative Assistant: Prior experience within e-commerce space is helpful but not required Knowledge of Microsoft Office Suite Bachelor's Degree a plus

Established in 2021, Anka Foods is a leading manufacturer and wholesaler specializing in Turkish, Middle Eastern, and Mediterranean cuisine. The company offers a diverse catalog of over 250+ frozen, refrigerated, and dry items, with a focus on the US market. Role Description This is a full-time on-site role for an Administrative Assistant located in Fairfield, NJ. The Administrative Assistant will be responsible for providing administrative support, handling phone calls with proper etiquette, communication, executive administrative assistance, and utilizing clerical skills in a fast-paced office environment at Anka Foods. Qualifications Administrative Assistance and Executive Administrative Assistance skills Excellent Phone Etiquette and Communication skills Strong Clerical Skills Experience in office administration Attention to detail and organizational skills Proficiency in Microsoft Office Suite Ability to multitask and prioritize tasks effectively Previous experience in the food or manufacturing industry is a plus

About the job: Tanya Taylor is looking for a dynamic and highly organized E-commerce Assistant to support our growing Direct-to-Consumer business. This is a unique opportunity to join a collaborative team at the intersection of fashion, digital marketing, and experiential retail. Reporting into the E-commerce team, this role will provide vital day-to-day support across operations, merchandising, and events. The ideal candidate is a proactive problem-solver who thrives in a fast-paced environment, is passionate about customer experience, and is excited to contribute to a brand that celebrates creativity and community. RESPONSIBILITIES: Ecommerce Operations Support the setup of new products including uploading product details, imagery, and copy to the website and third-party marketplaces. Assist with the visual merchandising of the site to ensure cohesive presentation of seasonal collections. Help maintain seasonal calendars and organize digital assets for cross-functional use. Manage product sample tracking and assist in preparation for photoshoots. Monitor and report on website performance, product availability, and functionality; escalate bugs or broken links as needed. Support execution of online sales, product launches, and promotional campaigns. Pull regular and ad hoc performance reports related to sales, product performance, and customer behavior. Support seasonal and ad hoc product order entering and monitoring product ETAs. Manage daily customer service inquiries, working closely with Logistics Manager and Ecommerce Marketing Coordinator to resolve order issues, returns, escalate issues appropriately, and answer general questions promptly and professionally. Retail & Brand Events Provide on-the-ground support for New York retail activations, including in-store events, seasonal launches, and clienteling efforts. Coordinate event logistics and ensure materials (e.g. signage, product displays, collateral) are in place. Assist with regional pop-ups or brand moments in key markets. Help gather insights and recap post-event performance and learnings. QUALIFICATIONS: Bachelor's Degree in Business, Marketing, or related field. 1-3 years of experience in e-commerce, retail or e-commerce/retail operations. Experience in contemporary or luxury womenswear and retail is a strong plus. Highly detail-oriented with excellent organizational and time management skills. Proficient in Excel and Google Sheets; Shopify or similar platform experience is a bonus. Excellent written and verbal communication skills. Ability to adapt in a fast-paced, evolving environment with a customer-first mindset. Flexible schedule, including occasional evenings and weekends for event support. Benefits: Healthcare benefits, including medical, dental, and vision Paid-Time off 401K program Salary Range: $62,500 - $65,000 annually About Tanya Taylor Tanya Taylor is a New York based womenswear brand whose mission is to create clothing that inspires confidence, celebration and community. Through the artful use of color, texture and original hand-painted prints, each collection is thoughtfully designed with its customers in mind. The brand is proud to provide practicality and inspiration, offering a range of ready-to-wear including occasion dresses, separates, elevated basics, denim and swimwear in sizes ranging from 00 through 22. The brand opened its first flagship store at 980 Madison Avenue on the Upper East Side in 2023. The brand is available at retailers including Saks Fifth Avenue, Neiman Marcus and Shopbop, and has been worn by inspirational women including Former First Lady Michelle Obama, Taylor Swift, Tracee Ellis Ross, Beyoncé, Emily Blunt, America Ferrera and Nicola Coughlan.

Staten Island, NY 10309 Pay: $20-22/hr. We pride ourselves on being an organization that embraces differences, encourages the sharing of ideas, and thinks being successful should be both challenging and enjoyable. Our 6 tri-state branch locations are only the start of what we're building here, and we want to invest in your future to help us achieve our vision. We are now looking for HIGH-ENERGY, ambitious, self-starters seeking a long-term career. A Successful Associate in this role… Provides our customers with the products they want and the answers they need, by providing Extreme Customer Service. Heavy phone volume. Shines as our ambassador of cheer and positivity, spreading that throughout the organization Meticulously files and organizes documents with pinpoint precision and accuracy Supports our Finance, Purchasing, and Receiving departments with timely processing and follow-up Data entry Cash handling Daily bank deposits Is the ultimate team player, willing to do anything to help all fellow co workers without hesitation We are looking for a well-rounded Administrative Assistant and customer service professional to help shape the future of our company. WHAT WE REQUIRE: Superb attitude toward Customer Service Vehicle for daily bank deposits Excellent Communication, Organization, and People skills Strong Mathematical, Grammatical & Punctuation skills Fluency in Microsoft Office Suite: Word, Excel, Outlook Follow-Up and Follow-Through Common sense! Punctuality, Responsibility, and Positive Energy This is a Full-time Position, Monday - Friday. Our benefits include Sick Days, vacation days, Medical Insurance plans, 401K retirement plan, & Company Profit Sharing program. We are an equal opportunity employer, and we are an organization that values diversity. We welcome applications from all qualified candidates, including minorities and persons with disabilities. req25-00614

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

At Jersey Hired, we're all about connecting people, New Jersey people, to be exact. We're the Garden State's go-to job board and talent platform, helping job seekers find meaningful opportunities and employers discover their next great hire - all without crossing the bridge or hitting the turnpike. Through jerseyhired.com, we help businesses of all sizes advertise roles to local talent, and we go beyond the job board with hands-on candidate sourcing, screening, and staffing services. Whether it's a short-term gig or a long-term career match, we make hiring in New Jersey smarter, faster, and (dare we say) more fun. We're a tight-knit, mission-driven crew who believe in putting community first - and we're growing! As part of our continued growth, we are seeking to hire a part-time Administrative Assistant to support the Group Managing Director. Responsibilities of the role will include: General Office Management Oversee day-to-day office operations (supplies, equipment, maintenance, utilities, etc.) Manage correspondence (emails, mail, phone calls) and maintain organized digital filing Liaise with vendors, suppliers, and service providers. Ensure compliance with health and safety regulations and company policies. Administrative Support Provide administrative support to senior staff and teams, including scheduling meetings and preparing documents. Maintain records, databases, and company documents such as contracts and invoices. Prepare reports, letters, and internal communications. Finance and Record-Keeping Process invoices, expense claims, and petty cash. Assist with budget tracking and procurement processes. Support payroll preparation by maintaining accurate attendance and leave records. Qualifications & Skills High school diploma or equivalent (essential). Proven experience in an administrative, clerical, or office support role. Experience managing office operations, supplies, and vendor relationships. Familiarity with bookkeeping or basic financial processes is often beneficial. Competent in Google Workspace Suite (Docs, Sheets etc.) Comfortable using office management systems, databases, and cloud-based tools (e.g., Google Workspace, SharePoint, or project management software). Requesting an Accommodation: At Jersey Hired, we work hard to ensure every candidate and employee we represent has an equal and fair experience - including those who may need accommodations for disabilities, religious observances, or other reasons. If you're applying for a position through us and need an accommodation at any point in the process, we'll work with you - and with our client - to make sure your needs are understood and supported. If you're hired by one of our clients, they'll handle ongoing workplace accommodations directly through their own reasonable accommodation process. Please note that accommodations made during the hiring or interview process don't automatically continue once you're employed, but we'll help ensure your needs are communicated clearly to your new employer. If you'd like to discuss or request an accommodation, you can call us at **************, send us an email, or speak directly with your Jersey Hired recruiter. Equal Employment Opportunity: At Jersey Hired, we believe everyone deserves the chance to bring their best self to work. We're committed to promoting fairness, inclusion, and respect in every hiring process we manage on behalf of our clients. All employment decisions - whether made by Jersey Hired or by our clients - are based on qualifications, experience, and fit, not on personal characteristics or protected traits. That means no one is discriminated against because of age, race, color, religion, sex, national origin, ancestry, disability, veteran status, sexual orientation, gender identity or expression, genetic information, marital status, citizenship, or any other factor protected by law. Diversity is one of the things that makes workplaces stronger - more creative, more adaptable, and more human. We're proud to help build teams that reflect that. Jersey Hired is an Equal Opportunity Employer and an Affirmative Action Employer for Veterans and Individuals with Disabilities. We also take pride in helping veterans and service members find meaningful career opportunities. Additional Information: Work Authorization: All applicants for U.S. roles must have current work authorization that doesn't require visa sponsorship now or in the future. Client Employment Restrictions: If you're currently employed by one of our clients or a related business, you may not be eligible for certain positions with that client. Criminal History: You're not required to disclose sealed or expunged records during the hiring process. A past conviction won't automatically prevent you from being considered for employment. Pay Transparency: We support open, fair conversations about pay. Candidates and employees have the right to ask about or discuss their own compensation.

Actively seeking a Legal Administrative Assistant for a FULLY ONSITE and Full-Time Position within a Top Global Law Firm . The right candidate will have experience working in Professional Services or Law Firm for 1-2+ Years, with experience supporting senior leadership or Partners of a Firm. - HOURS: Monday - Friday, 10 AM - 6 PM EST SCHEDULE | LOCATION: ONSITE | Manhattan PAY: $55 - $65K (Commensurate w/Experience) BENEFITS HIGHLIGHTS: Health, Dental, Vision, Great PTO & Holidays - IDEAL CANDIDATE REQUIREMENTS H.S. Diploma or GED REQUIRED; Bachelor's Degree PREFERRED 1-2+ Years of Experience in an Executive Assistant Capacity in a Law Firm or Professional Services Firm Experience in a Law Firm or Professional Services Firm REQUIRED Strong MS Office Suite Experience is REQUIRED, Chrome River is a PLUS Experience working with Legal Software PREFERRED - ROLE RESPONSIBILITIES Provide general in-office administrative support Assist with client file opening, conflict checks, and other processes related to onboarding new clients and opening new matters Assist with the monthly billing process, including time entry, producing billing guides, transferring time, and creating pdf bill packs Prepare letters and enclosures; Prepare and submit expenses using Chrome River Photocopy, scan, and print documents Review and proofread documents Scan/e-file documents and provide back-up assistance with digital mail Assist with maintaining e-files and hard copy filing Provide Notary and witness services - SearchPointNY/Noor Staffing is an Equal Opportunity Employer. All applicants are considered for employment without regard to Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Retaliation, Parental Status, Military Service or Disability Status.

This is a general posting for the type of administrative roles we typically have open. Roles are all onsite contract roles, varying from Part Time to Full Time hours. Hourly Rate: $20 - $25/hr Job Type: Temporary We are seeking professional, reliable, and detail-oriented administrative assistants to support our clients with general office tasks. As a Temporary Administrative Assistant, you will play a key role in ensuring smooth and efficient operations in various office environments. This is an excellent opportunity for candidates looking for flexible, short-term work in a dynamic environment. Responsibilities: Provide administrative support to various departments and teams. Answer phones, take messages, and respond to client inquiries. Manage schedules, meetings, and appointments for team members. Handle data entry, document preparation, and filing. Prepare and proofread correspondence, reports, and presentations. Assist with managing office supplies and inventory. Support in organizing and coordinating office events and activities. Perform general clerical duties, including faxing, scanning, and copying documents. Assist with various special projects as needed. Requirements: Proven experience in administrative roles or similar positions. Strong organizational skills and attention to detail. Excellent written and verbal communication skills. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Ability to handle multiple tasks simultaneously and work under pressure. Reliable and dependable with a positive attitude. High school diploma or equivalent; additional qualifications or certifications are a plus.

We are seeking a dynamic and detail-oriented Administrative Assistant to oversee the daily operations of our office and ensure smooth functioning. The ideal candidate will be responsible for administrative support, office organization, and fostering a productive work environment. This role is pivotal in maintaining efficiency and driving improvements in office operations. Key Responsibilities Provide administrative support to executives, managers, and staff as needed. Coordinate schedules, meetings, and appointments across teams. Act as the first point of contact for internal and external inquiries. Manage office maintenance and liaise with vendors for repairs and services. Assist in budget planning and expense tracking. Assist in planning and executing office-wide projects and initiatives. Qualifications Education: Bachelor's degree in Business Administration, Office Management, or related field (preferred but not required). Experience: Minimum of 2 years in office administration or management. Excellent communication and interpersonal skills. Proven ability to handle confidential information with discretion.

ADMINISTRATIVE ASSISTANT SELF-STARTER = ACTIVELY interviewing for a high-profile, highly respected law firm with 15 offices worldwide and over 650 Attorneys. POSITION ON SITE . This role requires an enthusiastic and proactive person who is eager to learn and develop their administrative skills in a top international law firm. Candidates must be self-starters who are capable of multitasking while maintaining consistent and precise attention Excellent written and verbal communication skills Ability to prioritize and multitask effectively Organized and detail-oriented Strong knowledge of Word, Outlook, and Excel Flexible attitude, enthusiastic, and self-motivated Ability to work as part of a team as well as independently Able to adapt to changing priorities Assist other teams and support departments Coverage for the front desk as needed Experience as an Administrative Assistant in a Legal firm or Banking/Financial Services. Provide general in-office administrative support, working closely with Legal Secretaries. WOULD PREFER A DEGREE. Assist with client file opening, conflict checks, and other processes related to onboarding new clients and opening new matters Assist with the monthly billing process, including time entry, producing billing guides, transferring time, and creating PDF bill packs IMMEDIATE HIRE FULL BENEFITS

• Minimum of 1 year of related hospitality or office support experience, preferably in a corporate, hospitality, service-oriented, or customer-centric environment

Leading writer of Property & Casualty Reinsurance seeking an Administrative Assistant supporting their 15 person in office team. I have been supporting this client for 20+ years and I can sincerely say they have the best, most employee centric, corporate culture of any client I've worked with. Their global team shares a passion for solving their customers' problems through a collaborative and entrepreneurial culture that empowers employees and rewards creative thinking. This a contract to perm opportunity with the expectation of full time conversion after 3 months. During the contract period, the position will be in office every day. Upon full time conversion, it will be 4 days in office with a flex work from home day located in midtown Manhattan, very close to all major transportation hubs. For over three decades, the firm has helped its clients manage the risks of operating in a volatile and uncertain world. They're experts in Property, Casualty, Specialty, Cyber and Credit reinsurance, consistently recognized for the innovative way they combine data, experience and technology to understand and manage large and complex risks across the world. They are also a business with a real social purpose - we help protect communities around the globe and enable prosperity for all. Our purpose drives us forward every day as we seek solutions to some of the world's most complicated challenges. Position: Administrative Assistant We are a leader in the reinsurance industry. To maintain our commitment to the highest quality service, we are seeking an Administrative Assistant. Position Summary The Administrative Assistant is responsible for providing administrative assistant support to assigned department leadership. This is a fast-paced and rapidly changing business environment. It requires an individual with an energetic and enthusiastic approach, along with maturity, self-confidence and self-motivation. This is an excellent opportunity for a flexible individual with the ability to be productive under pressure. Responsibilities Include: Travel Arrange all aspects of business travel including conferences and client/broker events. This will usually involve flights, hotel, ground transportation and lunch/dinner bookings Enter confirmed travel arrangements into the calendar, Visitor Log and Travel Log Ensure team members have visas, all documents, papers and itineraries necessary for travel Coordinate with other offices to ensure travel and accommodation requirements are established and appropriate support is available when travelling to such offices Meetings and Entertainment/Lunches/Dinners On behalf of team members, coordinate meetings with clients/brokers/vendors Record all meeting details and attendees in meeting calendar within the Microsoft Office system. Refer to CRM details below Manage all aspects of bookings and catering for client/broker lunches and dinners Book taxis for our employees and clients Prepare and organize printed materials and binders for meetings Other related support Customer Relationship Management (CRM) Track client related meetings/events (including overseas meetings) in our CRM System Collect business cards and update contact details in CRM or follow up with meeting organizer for client's contact if not known; make changes to client profiles Develop working knowledge of clients/brokers and Company names Expenses All aspects of timely expense management (in Concur and Dynamics 365) for team members, including receipt images in Concur or gathering receipts for business travel promptly and documenting the business purpose Set up expense reports on at least a monthly basis Follow-up to secure any expense approvals Visitor Log Coordinate visitor log requests Communicate with other Executive Assistants as to who is coming in and details of visit Arrange desk assignments for visitors General / Office / Other Provide administrative support for group meetings, whether onsite or offsite Provide back-up support for vacationing other administrative roles Assist with ad hoc projects Participate in the local and global Admin Team support team meetings Communicate with external contacts to exchange information as needed Provide telephone coverage for assisting with client requests (i.e. obtain key information to be passed on to the Underwriter when unavailable) Prepare FedEx shipments Assist with mail collection and distribution for your respective team(s) Manage confidential affairs Maintain good working relationship with internal contacts Manage changing circumstances as they happen, sometimes on short notice Communicate timelines for completion of responsibilities if an item may take longer than normal due to multiple responsibilities being asked within a short time. Professional/Technical Competency Requirements: Experience working in a matrixed global organization working across functions and geographies Strong interpersonal and teamwork skills with the ability to communicate in a professional manner with all levels of employee and market facing audiences to include senior management, internal clients, external clients and brokers Work efficiently, accurately and exercises common courtesy under time pressure situations. Is a team player and demonstrates a cooperative attitude. Must possess excellent oral and written communication skills Receptive to new ideas and is well organized React effectively to changing conditions. Anticipates and constructively advances the need for positive change. Eagerly assumes new tasks and responsibilities. Demonstrates sensitivity, respects cultural differences, and acts in an ethical manner always Excellent PC skills with demonstrated ability to create spreadsheets, documents and presentations. Familiarity with different ‘share' platforms (e.g. SharePoint, Office 365, etc.). Qualifications, Skills & Experience Requirements: Bachelor's Degree; business discipline preferred 5+ years of administrative assistant experience Experience in the Financial Services industry at a minimum with industry experienced preferred Our people are our most valuable resource and core to our success. This is a fast-paced business environment, demanding a strong work ethic and a results-oriented approach. We offer competitive compensation and benefits, a comprehensive talent development program, and a reward system in which employees share in the success of the company. We are an engaged member of the communities in which we live and work and have a locally-led giving philosophy with generous employee matching program, global and local community grants and employee volunteerism.

The AI-Driven Bookkeeping Administrative Assistant ensures the accuracy, integrity, and oversight of a highly automated finance environment. More than 90 percent of the daily bookkeeping workflow is automated through AI tools, automations, and system integrations. Schedule & Work Environment Monday-Friday, 8:00 a.m.-3:00 p.m. 30 hrs. On-site Full-time Work Location In person Key Responsibilities Your primary role is to audit, validate, resolve exceptions, maintain process knowledge, and ensure the financial systems run cleanly. You will review the automation output, correct errors, escalate issues, maintain documentation, and support basic accounting tasks that still require human judgment. This role is ideal for someone who understands bookkeeping, enjoys working with automation, and thrives in a structured, tech-enabled environment. Core Responsibilities AI-Driven Bookkeeping Oversight • Review automated entries (vendor bills, credit card charges, bank feeds) and audit for accuracy, coding validity, and consistency with chart of accounts. • Monitor AI bookkeeping workflows for failures, duplicates, miscoding, and missing documentation. • Validate automation-generated A/R and A/P entries before approval. • Troubleshoot exceptions where the AI cannot classify transactions or documentation is incomplete. • Ensure that financial automations run daily without backlog or errors. Financial Integrity & Reconciliation • Reconcile bank accounts, credit cards, and payment processors with automation support; resolve discrepancies requiring human judgment. • Audit AI-generated financial reports, aging summaries, and cash-flow snapshots for accuracy. • Maintain audit-ready digital financial files and ensure source documents are correctly linked. Approve or escalate automated vendor payments, recurring bills, and reimbursement workflows. • Review customer invoice drafts and collection reminders generated by automation; ensure tone, accuracy, and timing. • Support weekly payroll tasks by reviewing automation output and confirming accuracy. • Maintain the internal financial knowledge base and SOP library used to train AI and future staff. Month-End & Year-End Support • Oversee completion of automated month-end checklists; perform light manual tasks not handled by automation. • Assist with AI-generated journal entry reviews, closing tasks, and variance checks. • Prepare clean documentation for CPAs, controllers, or external partners. Support the finance and operations team with structured tasks, document management, and compliance tracking. • Maintain confidentiality of all financial and employee information. • Provide general administrative coordination as needed. Qualifications • 3-7+ years of bookkeeping, accounting support, or finance operations experience. • Strong understanding of bookkeeping fundamentals, reconciliations, and internal controls. • Experience with QuickBooks Online, Excel/Sheets, and modern automation tools (Zapier, AI workflows, OCR systems, etc.). Apply through this link: *****************************

Our client a well known University is seeking a Administrative Assistant in their New York, New York Location Ideal Candidate We are seeking a proactive and highly organized professional who sets high standards for themselves and others. The ideal candidate demonstrates exceptional communication skills, a strong sense of initiative, and the ability to effectively prioritize daily tasks. A confident, take-charge attitude combined with the ability to thrive under tight deadlines will be key to succeeding in this dynamic and multi-faceted role. Responsibilities Manage and coordinate active calendars with precision, ensuring optimal scheduling for all team members. Schedule, confirm, and coordinate meetings efficiently, anticipating needs and ensuring smooth logistics. Maintain meticulous file organization in accordance with office protocols, ensuring easy access and accuracy. Provide flexible and responsive ad hoc support across the office as needed, contributing to overall team success. Qualifications Bachelor's degree or equivalent professional experience. Strong interpersonal, customer service, and written and verbal communication skills. Demonstrated ability to multitask, prioritize, and manage competing demands effectively. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).