Administrative Assistant - Communications
Mace•New York, NY
•Hybrid
About The Position
Mace is hiring an Administrative Assistant to support its communications and consulting team. The role supports client and stakeholder engagement, research and analysis, reporting, document preparation, meeting coordination, team administration, onboarding, training records, SharePoint maintenance, and internal and external events. The position is based in New York and requires presence at the client office four days per week. Part-time, flexible, and hybrid options may be discussed if suitable for the role.
Requirements
- Based in New York.
- Client office presence required four days per week.
- Bachelor’s degree in Business Administration, Project Management, or a related field, or equivalent relevant professional experience.
- Previous experience providing administrative, project, or business support in a professional environment.
- Strong organizational skills, including experience coordinating meetings, maintaining trackers, preparing reports, and following up on actions.
- Strong written and verbal communication skills and the ability to engage effectively with stakeholders.
- Proficiency in Microsoft Office applications.
Nice To Haves
- Experience supporting client-facing teams and managing multiple priorities.
Responsibilities
- Assist with meetings, stakeholder engagement, and the key interface between the team and the client.
- Assist with analyzing, interpreting, and evaluating data sources.
- Support client satisfaction surveys and reporting.
- Track and report service provider KPIs.
- Assist with the structure, design, and presentation of documents, narratives, and visuals, including corporate communications, internal and external presentations, and dashboards.
- Assist with Mace process-driven reporting and tasks, including bid waiver logs and procurement trackers.
- Create agendas, take and distribute meeting minutes, and follow up on actions.
- Update global email distribution lists.
- Assist with onboarding new team members and track new starters and leavers.
- Help maintain staff training records and ensure training is up to date.
- Manage the SharePoint platform and keep documents up to date.
- Develop working relationships with internal stakeholders.
- Provide business administration for internal team initiatives.
- Assist in coordinating internal and external events.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
