Administrative Assistant

Job Overview

This role is for an Administrative Assistant working under a W2 contract with an anticipated duration through December 31, 2026, with potential for extension or permanent hire based on performance and business needs. The position involves hybrid work—primarily on-site at 767 Fifth Ave, New York, NY, four days a week, and remote one day weekly. The working hours are Monday to Friday, 9:00 AM to 5:00 PM, with a one-hour unpaid lunch break, totaling 35 hours per week. The salary range is $32 to $40 per hour.

Key Responsibilities

• Managing the Outlook calendar and scheduling appointments.
• Coordinating meetings, including organizing materials, booking conference rooms, and arranging room setups, audio-visual requirements, transportation, and catering.
• Serving as the main liaison between the senior executive and both internal and external stakeholders.
• Arranging complex travel plans domestically and internationally, covering flights, lodging, itineraries, and all logistics.
• Processing and tracking expenses, reconciling reports, and ensuring timely approval submissions.
• Drafting, proofreading, and managing correspondence, presentations, reports, and handling sensitive, confidential paperwork.
• Supporting special projects, initiatives, and coordinating cross-departmental tasks as needed.
• Managing office supplies and IT service requests.

Candidate Qualifications

• Ability to efficiently manage multiple tasks simultaneously with a strong attention to detail.
• Well-developed follow-through skills to ensure completion of tasks.
• Excellent verbal and written communication skills, capable of interacting professionally with all organizational levels, including senior leaders.
• Experience in supporting several leaders with distinct styles and needs.
• Proven decision-making and problem-solving skills with delegation.
• Experience handling confidential materials and correspondence.
• Proficient in Microsoft Word, Excel, and PowerPoint.

Additional Information

• This role is primarily supporting the Senior Vice President/General Manager and is focused on long-term commitment.
• Start date is immediate (ASAP).