Administrative Assistant

Jobs for Humanity•New York, NY

5d•$29 - $38

About The Position

SmartAsset is seeking a detail-oriented and organized Administrative Assistant to support office operations in New York. The role provides essential assistance to executives and teams across the organization in a fast-paced environment. The Administrative Assistant helps keep operations running smoothly through strong organizational skills, attention to detail, and collaboration. Responsibilities include managing executive calendars and meeting logistics; arranging domestic and international travel and processing expense reports; managing calls, email, correspondence, and presentation materials; maintaining confidential records; serving as a liaison among executives, staff, and external stakeholders; assisting with project coordination, reporting, expenditure tracking, and budget reconciliation; and helping plan office events. The role also uses technology and AI tools to streamline administrative processes and improve efficiency and accuracy.

Requirements

Exceptional organizational and time-management skills, including the ability to prioritize multiple tasks effectively.
Strong attention to detail and commitment to accuracy.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other administrative software.
Excellent written and verbal interpersonal and communication skills.
Ability to multitask and work efficiently in a fast-paced, dynamic environment.
Discretion and demonstrated ability to handle confidential information professionally.
Proven experience in an administrative environment.
Customer service orientation and a collaborative approach to supporting diverse teams.
Problem-solving abilities and resilience when managing competing priorities.
Familiarity with leveraging AI tools and modern technology to enhance productivity.

Nice To Haves

Bachelor's degree in business administration, office management, or a related field.
Advanced proficiency with Microsoft Excel and data management.
Experience with expense management, travel coordination, or basic bookkeeping.
Demonstrated understanding of continuous improvement principles and process optimization.
Experience supporting executive-level staff or multiple stakeholders.
Knowledge of project management tools and methodologies.
Bilingual capabilities, particularly Spanish or Mandarin in a New York context.

Responsibilities

Manage complex calendars and schedule meetings for multiple executives, including coordinating room bookings and logistics.
Arrange domestic and international travel, including flights, hotels, and ground transportation; process and track expense reports.
Screen, prioritize, and respond to incoming calls and emails; draft, proofread, and format correspondence, memos, reports, and presentations.
Organize and maintain confidential physical and digital files, records, and databases, ensuring information security and easy retrieval.
Serve as a point of contact between executives, staff, and external stakeholders; assist with project planning and coordination.
Support report preparation, track expenditures, and assist with budget monitoring and reconciliation.
Participate in planning and executing office activities and events that foster a positive and inclusive work environment.
Use technology and AI tools to streamline administrative processes and improve efficiency and accuracy.