Administrative Assistant

Position Overview

This mid-level Administrative Assistant role supports 2 to 3 Market Managers within the New York Buying Office, facilitating smooth daily operations through high-level organizational and administrative assistance in a fast-paced retail environment.

Work Schedule and Location

The position is a 6-month contract based in New York, NY with a hybrid onsite arrangement requiring attendance typically on Tuesdays and Wednesdays, and additional onsite days as needed. The working hours follow a daytime first shift schedule.

Key Responsibilities

• Manage complex calendars by organizing meetings, travel plans, and visitor schedules, proactively anticipating conflicts, and aligning priorities with leadership and stakeholders.
• Handle end-to-end travel coordination including booking transportation and lodging, maintaining itinerary accuracy, and expense tracking compliant with company policies.
• Plan and prepare meetings and team events, ensure logistical needs, materials, and technology are ready, and provide onsite support to facilitate smooth execution.
• Maintain and organize administrative systems such as reports, presentations, files, and trackers; assist with office coordination tasks including printing and materials preparation.
• Respond promptly to internal and external communications with professionalism and discretion, support special projects, and adapt to evolving operational needs.

Required Qualifications and Skills

• Proven ability to take proactive ownership with meticulous organization and task follow-through.
• Experience managing calendars and schedules with a detail-oriented approach.
• Effective communication skills and professional demeanor.
• A customer service mindset with the capability to collaborate across various functional teams.
• Adaptability, discretion, and strong problem-solving skills.

Benefits

• Medical, vision, and dental insurance plans.
• 401(k) retirement savings fund.

Additional Information

The employer is a Fortune 100 off-price retail company operating internationally with over 5,200 stores, known for offering branded merchandise at 20-60% below full retail prices, providing significant career development opportunities. Recruitment is handled by a minority-owned staffing firm that supports diversity and inclusion.

Applicants must be authorized to work in the U.S. without requiring visa sponsorship.