Administrative Assistant I/II

company•City of Utica, NY

1d•$21 - $38•Hybrid

About The Position

The Administrative Assistant provides comprehensive administrative and operational support to ensure the efficient operations of teams across the organization. This role is responsible for managing schedules and calendars, coordinating internal and external communications, preparing and maintaining documents and reports, and supporting day‑to‑day office and business activities. The position also assists with meeting coordination, information flow, and process organization, helping leaders and teams stay focused on priorities while ensuring accuracy, timeliness, and a high level of professionalism in all interactions. Level II (in addition to Level I Accountabilities) Manages complex calendars for meetings invitations, conference engagements, travel accommodations and appointments for leaders. Drafts, reviews and formats correspondences, reports, and presentations. Tracks deadlines, follows up on all action items, and maintains departmental records. Supports budgeting, expense reporting, and invoice processing. Assists in arranging on and off-site meetings, arranges for audio-visual equipment and other related resources. Coordinates onboarding logistics and training schedules. Serves as liaison between the department and other internal teams. Identifies process improvements and recommend more efficient workflows. Consistently handles sensitive and confidential information with discretion.

Requirements

HSD or GED required.
Administrative, office support or customer service experience preferred.
Basic understanding of office procedures and administrative practices
Basic office software proficiency (Word, Outlook, Excel)
Demonstrated ability to communicate effectively, both verbally and in writing.
Basic ability to prioritize with minimal oversight
Basic customer service, problem solving and time management skills
Understanding of confidentiality and professional workplace conduct
Basic critical thinking ability
Intermediate level attention to detail
Ability to follow established procedures, policies, and workflows
Two (2) years of administrative or related experience required.
Associates degree in a related field or administrative coursework preferred.
Intermediate proficiency in Microsoft Office and collaboration tools (Teams, SharePoint, etc.).
Intermediate organizational, time management, and problem-solving skills.
Ability to manage multiple priorities with minimal supervision.
Demonstrated professional communication and interpersonal skills.
Basic analytical skills for tracking data, expenses, and reports.
Intermediate proficiency and knowledge of departmental or corporate administrative processes.
Basic understanding of budgeting, expense management, and reporting.
Familiarity with project coordination or workflow tracking.

Responsibilities

Performs general administrative duties such as data entry, filing, copying, scanning, and document preparation.
Manages calendars, schedules meetings, and coordinates logistics for team activities.
Answers phones, routes inquiries, and responds to routine emails.
Prepares basic reports, correspondences, and presentations using standard templates.
Orders office supplies and maintain office organization.
Provides customer service support to internal and external stakeholders.
Consistently demonstrates high standards of integrity by supporting the Lifetime Healthcare Companies’ mission and values, adhering to the Corporate Code of Conduct, and leading to the Lifetime Way values and beliefs.
Maintains high regard for member privacy in accordance with the corporate privacy policies and procedures.
Regular and reliable attendance is expected and required.
Performs other functions as assigned by management.
Manages complex calendars for meetings invitations, conference engagements, travel accommodations and appointments for leaders.
Drafts, reviews and formats correspondences, reports, and presentations.
Tracks deadlines, follows up on all action items, and maintains departmental records.
Supports budgeting, expense reporting, and invoice processing.
Assists in arranging on and off-site meetings, arranges for audio-visual equipment and other related resources.
Coordinates onboarding logistics and training schedules.
Serves as liaison between the department and other internal teams.
Identifies process improvements and recommend more efficient workflows.
Consistently handles sensitive and confidential information with discretion.