Administrative Assistant

Jobs for Humanity•New York, NY

About The Position

SmartAsset is seeking a detail-oriented, organized Administrative Assistant to support office operations in New York. The role provides essential support to executives and teams across the organization in a fast-paced environment, helping keep operations running smoothly through strong organizational skills, attention to detail, and collaboration. The assistant will manage executive calendars and travel, handle communications and confidential records, assist with expenses, budgets, and project coordination, and support office activities and events. The position also uses technology and AI tools to streamline administrative work 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, and 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 in managing competing priorities.
Familiarity with using AI tools and modern technology to enhance productivity.
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.

Nice To Haves

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 room bookings and meeting 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 among 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, increase efficiency, and improve accuracy.