Administrative Specialist Jobs in Wayne, NJ

81817 ***MUST have extensive pharmaceutical experience. TSR is a premier National U.S. Staffing company with over 50 years of staffing excellence. Our client, a leading pharmaceutical company is hiring an Administrative Assistant for a contracting role. MUST have advanced experience with MS Teams, MS Office, SharePoint, and other systems (Concur, Workday, Ariba, SAP). Location: Summit NJ Pay: $29-30/hour W2 Responsibilities: Will perform highly diverse administrative and project focused duties, which by nature of the position may involve high level contacts and exposure to confidential material necessitating the use of tact, diplomacy, discretion, and judgment Must have proven skills in prioritizing and multi-tasking, as well as the ability to remain poised and focused in a fast-paced working environment Coordinate logistics for monthly, quarterly Workshops/Meeting Manage catering requests, reserve conference rooms via Outlook, enter visitor registrations Adhere to T&E policies, including booking travel (domestic & international) and reconciliation of business expenses Expense Report via Concur Creates Contract/PO requisitions and manages the lifecycle of the Contract & purchase/service orders Provide back up support to Exec Admin as needed to support VP during planned, as well as unplanned (e.g.emergencies, etc.) absences

At Savills, we help organizations find the solutions that ensure employee success. Sharply skilled and fiercely dedicated, our integrated teams of consultants and brokers are experts in better real estate. With services in tenant representation, capital markets, project management, workforce/incentives and workplace strategy/occupant experience, we've boosted the potential of workplaces around the corner, and around the world, for 160 years and counting. Savills is looking for a Broker Administrative Specialist to join the team in the New York office. The role provides overall administrative support for real estate professionals. In addition to preparation of normal correspondence, the role is responsible for research and analysis of properties, preparation of marketing collateral, and submittal of accounting related data upon deal closure. The Client Services Coordinator also assists with the maintenance of information in various sales databases and performs other routine office administrative roles. KEY DUTIES AND RESPONSIBILTIES Proactive in assessing the needs of the Professional and the client Prepare correspondence, documents, Request for Proposals, reports, account invoices, etc. Compose correspondence while maintaining confidentiality and utilizing correct grammar, punctuation, and spelling Prepare and produce marketing presentations and reports, while helping to develop ideas into designs using PowerPoint, often with a short lead-time. Create market surveys and tour books of available properties, including collecting necessary information from databases. Maintain and update assigned broker team's client/prospect databases Monitor action items and deadlines to ensure effective and timely completion Maintain and purge account files and records for assigned broker teams Perform general administrative duties such as filing, schedule meetings, travel arrangements, and expense reports Conduct research, assemble data, and perform special projects as assigned QUALIFICATIONS Bachelor's Degree in business or equivalent experience Minimum one year related work experience supporting multiple people; real estate experience preferred Ability to complete a high volume of tasks with minimal guidance or supervision Strong organizational, interpersonal and communication skills Detail oriented with the ability to respond effectively and efficiently while maintaining flexibility Capacity to work successfully in a team environment Strong proofreading and editing abilities Advanced working knowledge of Microsoft Word, Excel, Power Point, and Outlook Creative self-starter, multitask oriented, and strong time management skills SPECIFIC SOFTWARE PROGRAMS UTILIZED All Microsoft applications, including Word, Excel, and PowerPoint Outlook and other contact management, social media, and email systems in Design a plus CoStar/Loopnet & AIR Adobe Acrobat Salesforce Slack Salary Range: $70,000 to $75,000 Savills values a diverse work environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, genetic information, disability, age, veteran status, or any other protected characteristic. Savills participates in the E-Verify program.

Full Time | Mon - Fri THE BEST CAREERS. RIGHT HERE @ BROOKLYN'S LEADING HEALTHCARE SYSTEM. MAIMONIDES: TOP TEN IN THE U.S. FOR CLINICAL OUTCOMES We're Maimonides Health, Brooklyn's largest healthcare system, serving over 250,000 patients each year through the system's 3 hospitals, 1800 physicians and healthcare professionals, more than 80 community-based practices and outpatient centers . At Maimonides Health, our core values H.E.A.R.T drives everything we do. We uphold and maintain Honesty, Empathy, Accountability, Respect, and Teamwork to empower our talented team, engage our respective communities and provide patient-centered care. The system is anchored by Maimonides Medical Center, one of the nation's largest independent teaching hospitals and home to centers of excellence in numerous specialties; Maimonides Midwood Community Hospital (formerly New York Community Hospital), a 130-bed adult medical-surgical hospital; and Maimonides Children's Hospital, Brooklyn's only children's hospital and only pediatric trauma center. Maimonides Medical Center is currently seeking a full time Administrative Assistant to support day-to-day operations of the Enterprise Services Department; act as liaison between Leadership; maintains policies and procedures, applies project management skills to track projects and align cross functional teams; provide reporting, support presentations and scheduling including calendar maintenance and administrative support for department leadership. Specifically, you will: Track departmental vacancies and efficiencies; assist with recruiting, screening and interviewing to provide hiring recommendations Supervises daily activities of volunteers; responsible for onboarding new employees including access, equipment, policies, procedures and training needs Maintain employee attending records (vacation, sick etc.); processes employee reimbursements, manages departmental budgets and reporting; prepared annual conference proposals and justifications with leadership. Develop project plans for cross-functional team requirements, assist with coordination of administrative tasks, follow up with leaders to provide support. Manage clerical functions for all department leaders (calendar, meeting scheduling, travel needs, vendor follow up, interdepartmental follow up. Plans annual employee appreciation week, gifts for each department, quarterly and holiday events. Collaborate across leadership team to compile data/analytics to create reports/presentations. Maintain office supplies and create/maintain policies and procedures Produce accurate, current and timely Enterprise Services Newsletter publication/distribution. We require: Bachelor's Degree is essential Minimum 2 years of experience in a similar professional, technical or administrative role. in a hospital/medical center setting a must. Good interpersonal and English verbal/written communication skills. Excellent computer proficiency with MS Office Excel and PowerPoint. Excellent presentation skills and attention to details. Project Management experience strongly preferred Salary: $60,000-70,000 Administrative Assistant - For immediate consideration, please forward a resume to Gennie Sanchez *******************. Maimonides Medical Center (MMC) is an equal opportunity employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard for race, creed (religion), color, sex, national origin, ethnicity, sexual orientation, gender identity, military or veteran status, age, disability, pregnancy, predisposing genetic characteristic, marital status or domestic violence victim status, citizenship status, or any other factor which cannot lawfully be used as a basis for an employment decision in accordance with applicable federal, state, and local laws. MMC is committed to following the requirements of the New York State Human Rights Law with regard to non-discrimination on the basis of prior criminal conviction and prior arrest.

Finance Coordinator About Sequence: Sequence is an award-winning, boutique events agency specializing in production, strategic planning, and design. We work with a mix of corporate, media, entertainment, finance, and non-profit clientele and events to produce in-person, hybrid, and virtual galas, launches, conferences, awards shows and beyond. Sequence is headquartered in New York, NY and executes events worldwide. We have been named among Crain's 100 Best Places to Work in NYC, a Top 50 Event Agency by Special Events Magazine, a Top Virtual Event Solution by BizBash, and a Great Place to Work by Great Place to Work US. For more information, please visit ************************ About The Position: The Finance Coordinator is responsible for overseeing Sequence's financial operations, ensuring effective budgeting, forecasting, financial reporting, and cash flow management to support the company's business objectives. This role ensures accurate project-specific financial tracking and compliance with financial policies while identifying opportunities to improve profitability. Additionally, the Financial Manager coordinates accounts payable, treasury activities, and leads ad-hoc financial projects to enhance the company's financial performance and operational efficiency. Key Responsibilities: Financial Planning, Reporting & Analysis - Oversee budgets, forecasts, and financial plans to align with business goals. - Oversee accurate and timely preparation of financial reports, including balance sheets, income statements, and cash flow statements. - Conduct variance analysis to track performance and provide actionable insights. - Present financial results to leadership, highlighting key trends and drivers. - Offer data-driven recommendations to improve profitability and support decision-making. Financial Reporting for Projects - Track and analyze financial performance for individual projects, ensuring accurate reporting of revenue, expenses, and profitability. - Collaborate with project teams and the bookkeeper to update job P&Ls throughout the planning process and ensure timely post-event reconciliation. - Deliver financial insights to project teams and senior management, identifying trends and variances to improve financial outcomes. - Support project forecasting and budgeting processes to enhance accuracy. - Assist with expense tracking by logging project-related costs in QuickBooks, as needed. Cash Flow & Treasury Management - Monitor and manage cash flow to ensure sufficient liquidity for daily operations and strategic initiatives. - Oversee treasury activities, including managing banking relationships and optimizing cash management processes. - Ensure compliance with financial policies and regulations related to cash handling and investments. - Track and log accounts receivable to maintain accurate records and ensure timely collections. - Follow up with project teams and clients on outstanding receivables to expedite payments. - Provide regular cash flow reports to senior management, highlighting risks and opportunities. Accounts Payable - Ensure timely and accurate processing of invoices, coordinating with project teams to confirm payment details and approvals. - Monitor vendor payments, address discrepancies, and maintain positive supplier relationships. - Upload and approve invoices in payment processing software, ensuring compliance with company policies. Compliance & Internal Controls - Ensure adherence to accounting standards, regulatory requirements, and internal policies. - Develop and implement internal controls to safeguard financial assets and ensure reporting accuracy. - Coordinate with external auditors during audits, providing required documentation and addressing any issues. Ad-hoc Projects - Lead or contribute to special financial projects, including mergers, acquisitions, system implementations, and financial upgrades. - Support client onboarding by ensuring all necessary paperwork and key company information is submitted on behalf of Sequence. - Oversight on Ramp (our payment processing platform) Qualifications - 3-5 years of experience in financial or related roles. - Proficiency in QuickBooks (desktop and online) and advanced knowledge of Excel and Google Sheets. - Strong analytical and problem-solving skills with a keen attention to detail. - Excellent communication skills and ability to present financial data clearly to stakeholders. - Team player with a collaborative approach to working across departments. - Ability to manage multiple priorities and meet deadlines in a fast-paced environment. - Experience with financial systems implementation and process improvements is a plus. Benefits: Health, dental, vision, 401K option, flexible vacation, and a really fun group of people to hang out with every day! Contact Instructions: Please submit the following in an email to *************************** with the subject line: “Finance Coordinator” Cover letter that describes something unique about you and illustrates why you want to work at Sequence. An up-to-date resume Requested salary requirements Potential start date NO PHONE CALLS, PLEASE! Sequence is an equal opportunity employer; we strongly value diversity at our company. We do not discriminate on race, religion, color, national origin, disability, sexual orientation, gender identity, gender expression, age, marital status, veteran status, or any other basis prohibited by law.

Administrative Coordinator - Financial & Operational Support About Us: Metro One LPSG is the U.S. leader in providing dedicated security and loss prevention services to national clients. We are a rapidly growing organization transforming the contract security industry and we need talented, committed, and determined individuals to help us carry out our mission. Our environment is dynamic, committed to “dedicated service delivery” to our clients and a “best in class” employee experience for our thousands of security and LP officers. Job Summary: We are seeking a highly analytical and detail-oriented Administrative Coordinator to support key financial and operational functions. This role is responsible for approving invoices, processing data entry, and maintaining organized records. The ideal candidate will be highly analytical, organized, and detail-oriented, with the ability to juggle multiple responsibilities effectively and efficiently. Key Responsibilities: Liaison Between Client and Affiliate: Serve as a point of contact between the company and external affiliates, ensuring smooth communication and addressing any concerns or queries in a timely manner. Assign Security Coverage Orders: Coordinate with affiliates to assign security coverage orders, ensuring that all requirements are met and services are provided as agreed. Invoice Approval: Review, approve, and process invoices from affiliates, ensuring they are accurate and aligned with agreed-upon terms. Work closely with the finance department to ensure timely and correct payments. Negotiate Rates: Collaborate with affiliates to negotiate competitive rates for services, ensuring cost-effective solutions while maintaining quality standards. Regularly assess and re-negotiate contracts as necessary. Data Entry & Record Maintenance: Maintain accurate records of vendor contracts, services provided, and financial transactions. Ensure data entry is accurate, consistent, and up to date in the company's systems. Vendor Performance Monitoring: Assist in evaluating the performance of affiliate vendors by tracking key performance indicators (KPIs) and addressing any performance issues or discrepancies. Reporting & Analysis: Compile reports on vendor performance, financial status, and operational metrics. Provide insights and recommendations to leadership for improving vendor relations and operational efficiencies. Problem Resolution: Address and resolve any operational or financial issues that arise with vendors or affiliates, working to find mutually beneficial solutions. Requirements: 3+ years of experience working with third-party vendors or affiliates. 3+ years of experience in data entry or a related administrative role. 3+ years of experience working with Excel (including advanced functions such as pivot tables, etc.). Strong analytical skills with the ability to assess data and make informed decisions. Highly organized, with the ability to manage multiple tasks and priorities simultaneously. Detail-oriented, ensuring that all records, contracts, and financial documents are accurate and compliant. Excellent written and verbal communication skills, with the ability to maintain professional relationships with affiliates and internal teams. Strong negotiation skills, with the ability to secure favorable terms for the company while maintaining positive vendor relationships. Ability to work independently and collaboratively in a fast-paced environment. Must be willing to participate in the Company's pre-employment screening process and continuously meet any applicable state, county and municipal requirements. Pay & Benefits: 401(k) Salary Range: $60,000-$65,000/yr Health, Dental, and Vision offered Opportunity for growth Metro One is an Equal Opportunity Employer committed to embracing diversity

Full-Time Design Intern and Administrative Assistant Position Alchemy Studio design team is looking for a Full-Time Design Intern and Administrative Assistant to join the team for the summer immediately. The ideal candidate would be organized, creative, self-motivated and meticulous individual who is looking for a steady position that could lead into further positions within the firm. This person will work closely with the firms' Partner with day-to-day operations and supporting the office within both design and administrative duties. Applicants should be able to dedicate a minimum of 40 hours a week to the position and assisting the partner and team. Responsibilities: · Running bi-weekly payroll in the Payroll Interface · Scheduling for partners and calendar coordination. · Assisting in monthly pay billing in the QuickBooks interface. · Maintaining Office (Monthly rent payment, supply ordering, organizing and putting away materials, prepping for meetings and making sure the office is presented professionally). · Aiding partners in personal and professional tasks (returning packages, making online purchases, planning travel and accommodations, registering for trade shows). · General office management (setting up new computers & software). · Communicate and coordinate with vendors to schedule meetings and material library updates, as well as ordering materials for project requirements. · Building models in Sketchup and working with the team to apply materials and finalize designs. · Coordinate with rendering consultants to finalize professional renderings. · Work on design presentations in InDesign for client presentations as well as add approved materials in our specification software. · Assist with FF&E installs. · Miscellaneous tasks around the office. Requirements: · Strong communication, organization and time management skills and ability to work in a team environment. · Self-motivated and ability to multi-task in fast-paced, dynamic and creative environment. · Working on a bachelors degree in Architecture, Interior Design or any related field. Software Requirements: · AutoCAD is a must · Sketch-up is a must · Adobe Creative Suite o Photoshop o Illustrator o InDesign · Microsoft Suite o Word o Excel o Outlook Salary/Benefits: We offer a competitive package including: · Professional Hourly Rate To apply: For consideration, please email your resume as a PDF attachment along with a PDF portfolio or portfolio link to ****************************. Please title your email: (your name)- Part Time Assistant and attachments no larger than 7 MB. No phone calls please or emails to principals please. All candidates should have legal work status in the United States. Alchemy Studio is an Equal Opportunity Employer. ************************

A successful Administrative Assistant possesses structure, attention to detail, quality focus, high energy and flexibility to a high-paced deadline motivated organization. In this role you will need to work well in a team environment, be able to represent the manager/group with professional courtesy and acumen, and deliver flawless work output. Your daily routine also includes interaction with various executive level internal clients across the lines of businesses. You will need to adapt procedures, processes and techniques to complete assignments in line with the department's activities and goals. Job Responsibilities Process a high volume of T&E expense claims for team members. Ensure all policies are followed and items are processed within provided guidelines. Act as a subject matter experts for policies and procedures Screen incoming calls and determine the level of priority, while using caution in dispensing information Manage the coordination and logistics of both internal and external meetings (reserving conference rooms, logging visitors, catering, meeting materials) Arrange and coordinate complicated domestic and international travel Work cooperatively with the administrative assistants team, in positive partnership to support each other smoothly Required Qualifications, Capabilities and Skills At least five years of administrative experience, supporting Analysts and Associates Tact and good judgment in confidential situations, and proven experience interacting with senior management Strong interpersonal, written, and oral communication skills Strong proficiency in Microsoft Office Excellent telephone etiquette and ability to manage competing priorities (i.e., calendar management) Position requires 5-day in office attendance, Monday-Friday College degree is a plus Required skills: Expense processing Travel arrangements Concur Benefits include: -MEC/ACP Medical -Voluntary Dental, Vision, Life, Supplemental Income -401k (must meet requirements) -sick leave as required by state/county Pay Range: $26.48-28.48 per hour

We are seeking a highly organized and proactive Administrative Assistant to support our team in daily operations. The ideal candidate will have exceptional administrative and communication skills, a strong attention to detail, and the ability to multitask in a fast-paced environment. This role is essential to ensuring the smooth functioning of the office and supporting senior management with various administrative duties. Key Responsibilities: Provide administrative support to executives, portfolio managers, and other team members. Manage and maintain executives' schedules, appointments, and travel arrangements. Prepare, edit, and format documents, reports, and presentations. Handle confidential and sensitive information with discretion. Serve as the primary point of contact for internal and external communications, including emails and phone calls. Assist with meeting coordination, including scheduling, preparing agendas, and recording minutes. Maintain organized filing systems for records, documents, and correspondence. Coordinate office operations, including supply inventory, vendor relationships, and facilities management. Support financial administration tasks such as expense reports and invoice processing. Assist with special projects and ad hoc administrative tasks as needed. Qualifications & Skills: Bachelor's degree preferred; relevant experience may be considered in lieu of education. 2+ years of experience in an administrative role, preferably within the finance or asset management industry. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Strong organizational skills and ability to prioritize tasks effectively. Excellent verbal and written communication skills. High level of professionalism and discretion when handling sensitive information. Ability to work independently and as part of a team. Strong problem-solving skills and attention to detail. #43347

Clarity Recruiting is looking for experienced support staff looking for their next opportunity. We have multiple clients looking for Receptionists/Administrative Assistants/Office Assistants on a temporary, temp to perm and permanent basis. The general hourly range for these roles are $18-27/hr DOE Responsibilities will possibly include: Answer and direct phone calls Organize and schedule appointments Assist in the preparation of regularly scheduled reports Update and maintain office policies and procedures Order office supplies and research new deals and suppliers Maintain contact lists Book travel arrangements Submit and reconcile expense reports Act as the point of contact for internal and external clients Liaise with executive and senior administrative assistants to handle requests and queries from senior managers Requirements and skills: 1-2+ years experience as a Receptionist, Administrative Assistant, Virtual Assistant or Office Administrative Assistant Knowledge of office management systems and procedures Proficiency in MS Office Excellent time management skills and the ability to prioritize work Attention to detail and problem solving skills Excellent written and verbal communication skills Strong organizational skills with the ability to multi-task

-: SAP Technical | IXOS ADMIN Must Have Skills: BAISIS BTP ABAP • Complete ownership of activities and resources related to ERP BASIS, accountable for building the BASIS function as independent, forward looking, efficient and effective team to meet Zoetis ERP operations goals. • Collaborate with ZTD peers in determining requirements for Global system deployment and related business system support for System availability, performance improvements and Business continuity. • Provides SAP Basis support in implementation of new projects, upgrades and migrations. • Engage with hosting service provider and internal infrastructure team to enable the implementation, documentation, backup/system recovery, disaster recovery solutions for SAP and related systems. • Participate and provide support in technical emergency events and ensure resolution by engaging and coordinating resources across multiple disciplines no matter when the failure occurs, minimizing business impact and ensuring effective communications. Responsible for system performance tuning, critical job monitoring, daily system health checks.

Our client is seeking an Administrative Assistant role who will juggle multiple high-priority projects effectively. This opportunity is located in West Nyack, NY. Manage office space and ensure efficient utilization Manage calendars and book travel arrangements, including flights, accommodations, and transportation Oversee fleet management and maintenance Support the team with administrative needs Utilize Google Workspace (Gmail, Contacts, Calendar, Docs, Drive, etc.) and Microsoft Office Suite for daily tasks Stay organized and meet deadlines consistently Build and maintain strong professional relationships Communicate effectively, manage time efficiently, and solve problems proactively Desired Skills/Experience: 3+ years related work experience Strong organizational skills Strong communication skills Experience managing a vehicle fleet program (150+ employee vehicles across the state of NY) Ability to manage office operations, including supplies, IT coordination, and onboarding new employees Ability to organize and plan large meetings Experience ordering equipment such as phones, laptops, and accessories as needed Strong note-taking skills, including recording meeting minutes and action items Benefits: Medical, Dental, & Vision Insurance Plans 401K offered $18.66 - $26.66 (est. hourly rate)

Administrative Assistant - Contract - Summit, NJ Proclinical is seeking an Administrative Assistant to support various corporate functions within the pharmaceuticals industry. Primary Responsibilities: The successful candidate will focus on coordinating logistics for meetings and workshops, managing travel arrangements, and handling expense reports. Skills & Requirements: Proficiency in coordinating logistics and managing meeting arrangements. Experience with travel booking and expense reconciliation. Familiarity with Concur for expense reporting. Ability to work closely with internal and external teams. Strong organizational and communication skills. The Administrative Assistant's responsibilities will be: Coordinate logistics for monthly and quarterly workshops and meetings. Manage catering requests and reserve conference rooms using Outlook. Enter visitor registrations and check availability for meetings. Adhere to travel and expense policies, including booking domestic and international travel and reconciling business expenses. Submit expense reports via Concur. Collaborate with EHS Conference teams, IT, Sodexo Catering, and external event coordinators. Create contract and purchase order requisitions and manage their lifecycle as needed. If you are having difficulty in applying or if you have any questions, please contact Janelle Jones at j.jones@proclinical.com Proclinical is a specialist employment agency and recruitment business, providing job opportunities within major pharmaceutical, biopharmaceutical, biotechnology and medical device companies. Proclinical Staffing is an equal opportunity employer.

Administrative/Data Admin Assistant Hybrid Jersey City, NY 6 Months Initially REMINDER: Please make sure that your resume includes MS Excel not just in the summary part but also in the employment history as well. Description: Service Analyst/Admin Assistant establishes technical knowledge around our processes and work items Primary Responsibilities: • Assist team members daily to complete work in order to meet departmental and regulatory standards • Review data of contract participants for accuracy • Prepare correspondence to contract participants • Monitor target response dates and follow-up in a timely manner as needed • Ensure proper documentation in workflow applications and participant files • Review forms and supporting documentation for completeness and accuracy • Transact routine non-financial activity on client accounts with both expediency and accuracy • Ability to explain basic information in functional area • Ability to multi task and leverage organizational skills • Effective decision making based on comprehensive case analysis • Demonstrate valuable interpersonal skills • Answer phone inquiries from participants. Qualifications: • Strong analytical and problem-solving skills • Accountable, ethical, good decision making ability • Strong written and verbal communication skills required • Good computer skills and ability to multitask

A multi-billion-dollar real estate asset management firm is seeking an Administrative Assistant to support a dynamic group of 10-20 professionals within their Real Estate team. The ideal candidate is detail-oriented, proactive, and professional, with experience supporting a team with traditional administrative tasks and project-based work. The firm has a great collaborative culture and offers competitive compensation and benefits! Responsibilities: Calendar management and scheduling for the team Create, modify, and prepare materials for internal and external meetings (documents, PowerPoint Presentations, Excel reports, etc.) Track payments, submit expense reports, and process invoices Coordinate travel arrangements Handle general office tasks such as mailing, scanning, copying, and binding Manage requests and correspondence with accuracy and efficiency Provide ad-hoc administrative support to other admins or departments when needed Qualifications: 2-3 years of experience in an Administrative Assistant role Bachelor's degree required Strong ability to handle confidential information Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) Experience with travel and expense management tools Well-organized, detail-oriented, and able to multi-task with excellent follow-up skills Strong written and verbal communication skills 5 days in office required

We are working with a well-established financial services firm that is looking for a detail-oriented and proactive Administrative Assistant. The ideal candidate will be organized, efficient, and able to manage multiple priorities in a fast-paced environment. Key Responsibilities: Manage calendars, schedule meetings, and coordinate appointments for team members. Handle incoming calls, emails, and correspondence; serve as the first point of contact for clients and visitors. Prepare, edit, and distribute documents, reports, and presentations; maintain accurate records and filing systems. Assist with data entry and database management, ensuring accuracy and confidentiality. Provide general administrative support, including travel arrangements, expense reporting, and meeting logistics. Collaborate with team members to support various projects and initiatives as needed. Maintain a well-organized office environment, including managing supplies, equipment, and office resources. Qualifications: Bachelors Degree (Required) Proven experience as an administrative assistant or in a similar role. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Concur. Excellent organizational and multitasking skills. Strong written and verbal communication abilities. Ability to work independently and as part of a team. Financial Services experience (preferred)

Our Client a well known University is seeking an Administrative Assistant in their New York, New York Location! Responsibilities Manages the Dean's complex and confidential schedule of internal and external meetings. Organizes and plans office meetings and prepares appropriate materials. Provides administrative support for the Dean's outreach and travel, such as generating letters, organizing travel, and scheduling high school visits. Processes travel and business reimbursements for the Dean. Acts as liaison between the Dean and a variety of University and outside contacts. Writes, edits, and types various documents from own or Dean's draft texts. Responsible for researching and writing complex reports. Assists the Dean with a variety of projects as circumstances require. Proactively seeks solutions to issues and identifies areas requiring improvement or efficiency. Responsible for other administrative support items include handling confidential phone calls and messages on behalf of the Dean. Supports department-wide administrative needs such as coordinating space and food logistics for meetings and staff events. Performs other related duties as assigned. Minimum Qualifications Bachelor's degree and/or its equivalent required. Minimum of two years of related administrative experience in a university or other complex organization required. Excellent verbal, written, interpersonal, customer service, program planning and organizational skills required. Resourcefulness, discretion, exquisite attention to detail, and the ability to prioritize and manage multiple tasks. Computer literacy required with Windows experience, including Excel and Word, as well as experience with Google Workspace tools Strong analytical ability and ability to anticipate needs and think proactively. Must be self-motivated, detail-oriented, and possess patience, tact, and an ability to function effectively with a broad constituency.

Job Title: Administrative Assistant - Private Family Office We are seeking a highly organized and service-oriented Administrative Assistant to support the Operations Manager at a high-profile Private Family Office in New York City. This role demands a polished professional who thrives in a high-touch environment and is committed to providing exceptional service and administrative support. The ideal candidate will have a strong hospitality background and an understanding of the nuanced dynamics in event services and working cohesively in a team. You'll be responsible for handling administrative tasks, managing calendars, coordinating vendor relationships, supporting event planning, and ensuring seamless day-to-day operations. A keen eye for detail and a commitment to maintaining inventories and managing fine assets will be essential. You will collaborate across departments, supporting both the operational and personal needs of the family, while ensuring every aspect of service meets the family's understated yet refined expectations. The role requires a team player with strong technical skills to track and manage inventories, coordinate guest services, assist with event logistics, and handle a range of administrative duties. Discretion, professionalism, and a high level of attention to detail are essential. This is a full-time, on-site role with occasional travel to family properties, including the Hamptons as needed. Key Responsibilities: Provide high-touch administrative support to the Hospitality & Service Operations Manager, including managing calendars, scheduling meetings, and coordinating vendor meetings. Assist with hospitality services, guest requests, and event planning, ensuring that all needs are met in a seamless and timely manner. Maintain accurate inventories of estate assets, including managing schedules for maintenance and collaborating with other departments on asset tracking. Support operational logistics, including running errands, coordinating travel arrangements, and facilitating guest and vendor movements. Manage communication with building staff, vendors, and guests, ensuring a smooth and efficient flow of information and services. Assist with creating and organizing key documents, preparing reports, and ensuring that all administrative tasks are completed accurately and efficiently. We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring. California applicants, please view our Privacy Notice here: ************************************************************

A New Jersey-based professional services firm is currently seeking a new Administrative Assistant for a promising opportunity with their growing team. About the Opportunity: Hours: 9am to 5pm EST Setting: Onsite Responsibilities: Oversee the rollover of client data from one year to the next Process correspondence for tax staff Assist with preparation of engagement letters Answer phones and take messages; coordinate conference and zoom calls Scan and fax documents, as needed Provide direct assistance to one of the Tax Partners Order office supplies and keep inventory Sort & distribute mail; make sure mail gets to the post office Perform other duties, as needed Qualifications: 1+ year of relevant work experience High School Diploma / GED Computer savvy Microsoft Office proficient (Excel, Outlook, PDF, Word) Solid problem solving and time management skills Great interpersonal skills Excellent communication skills (written and verbal) Strong attention to detail Highly organized

Our client is a leading investment firm in Manhattan. Key Responsibilities Support event logistics, including name badge creation, colleague bios, swag distribution, and vendor coordination. Provide on-site event support to ensure seamless execution and a positive attendee experience. Serve as a backup lead for event execution when needed. Assist with travel coordination and expense reports for the Head of Events & Programs. Maintain high customer service standards, addressing inquiries with professionalism and problem-solving skills. Manage calendar scheduling for a senior executive, coordinating internal and external meetings. Arrange travel and process expense reports. Handle confidential and time-sensitive information with discretion. Ensure timely and professional communication with internal and external stakeholders. Requirements: Bachelor's degree 3+ years of event planning and administrative assistant experience in a corporate office Financial services experience is a plus Strong communication skills, both written and verbal