Administrative Assistant - Program Management

LaBella Associates•Rochester, NY

41d•$60,000 - $75,000•Onsite

About The Position

We are seeking a detail-oriented Administrative Assistant to support our Program Management division. This position will require you to work full-time from our client’s office in Rochester, NY. The Program Management Services Division at LaBella provides comprehensive management services for complex projects and multi-year capital programs. Project teams are established to provide a customized mix of business consulting, project management, financial control and monitoring, administrative, and technical support services. The Administrative Assistant will provide support for space and facilities-related activities, helping maintain records, process work orders, and manage drawings and documentation. This role works closely with internal teams and client representatives to ensure accurate information, smooth coordination, and timely support. The ideal candidate is an organized administrative professional who is comfortable working with standard office software and is eager to be trained on facilities-related systems and AutoCAD file management. Salary Range: $60,000-$75,000 The specific salary offered may be influenced by a variety of factors including but not limited to the candidate's relevant experience, education, and work location.

Requirements

Ability to obtain a U.S. security clearance
Strong administrative and office support experience
Proficiency in Microsoft Excel, Word, and PowerPoint
High attention to detail with strong organizational and time-management skills
Ability to manage multiple tasks and adjust priorities
Clear written and verbal communication skills
Comfortable learning new systems and processes
Ability to work independently and as part of a team

Nice To Haves

Experience with AutoCAD or technical drawings
Experience with work order systems, facilities databases, or similar tools
Familiarity with office or corporate environments

Responsibilities

Support the client’s work order system, including entering requests, tracking status, and coordinating with site contacts
Maintain and organize AutoCAD drawings and facilities files
Update and maintain occupancy and space-related data in internal databases
Prepare reports, spreadsheets, and presentations using Excel, Word, and PowerPoint
Assist with basic data tracking, metrics, and documentation
Support facilities requests, including processing quotes and purchase order documentation
Coordinate administrative tasks related to office moves, space changes, and facilities requests.
Provide general administrative support as needed.