Administrative Assistant - Hastings on Hudson, NY

Propark Mobility•Village of Hastings-on-Hudson, NY

2d•$60,000 - $70,000•Hybrid

About The Position

We are seeking a highly organized, proactive, and personable Executive Assistant/Office Manager to support our leadership team and ensure the smooth daily operation of our office. This hybrid role blends traditional office management duties with high-level executive assistance, making it ideal for someone who thrives in a dynamic, fast-paced environment and enjoys wearing multiple hats.

Requirements

Exceptional organizational abilities, electronically and hard files.
Ability to maintain confidentiality and uphold company policies and standards.
Excellent computer skills including fluency in Microsoft Office Outlook, Excel, Word, Power Point, Publisher, Dropbox and other applications.
Superior customer service, verbal and written communication skills.
Time management skills.
Ability to work in a fast-paced, team environment.
Excellent interpersonal and communication abilities.
Proactive problem-solver with a service-oriented mindset.
Tech-savvy and comfortable managing vendor and IT coordination.
NYS Notary Public (or willing to obtain).
Discretion and professionalism when handling confidential information.
3-5+ years of experience in office administration, executive assistance, or a similar role.
Strong organizational skills with exceptional attention to detail.

Responsibilities

Manage calendars for senior executives, including scheduling meetings, calls, and appointments.
Prepare meeting agendas, briefing documents, and presentation materials.
Record and track action items from meetings; follow up to ensure timely completion.
Coordinate document approvals and obtain necessary signatures.
Notarize documents as needed.
Provide project support to senior leadership on an ad hoc basis.
Assistant executive vice president with daily administrative tasks and projects.
Provide support to the field and marketing departments for RFP and new business responses.
Answer department phones and open, collect, and distribute mail.
Maintain files, calendars, and schedules.
Complete requests for review and approval, such as expense reports, vacation requests, etc.
Manage vendor relationships for office services, including IT, telecom, cleaning, and maintenance; proactively address service issues.
Make travel arrangements and process correlating travel and expense reports.
Other special projects as assigned by executive vice president.
Local travel for special projects (tri-state area).
Organize company events, offsite, holiday parties, executive meetings, and internal gatherings.
Internet research for new business possibilities.
Foster a positive and welcoming office environment; act as a go-to contact for employee needs and morale.
Maintain cleanliness and organization of all shared office spaces, including kitchen and conference area.
Initiate and maintain Social Media initiatives.

Benefits

401(k)
Health insurance
Paid time off
Vision insurance
Dental insurance
Flexible spending account
Life insurance
Free Parking!!
Very generous time off allowances - holidays, vacation, wellness and an extra day off for your birthday!
Learning opportunities through our internal training program - Propark University.
Phenomenal Benefits Package, including medical, dental, vision, and 8 supplemental insurances, including pet insurance!
Free and confidential employee assistance program (EAP) that provides support and resources to employees and their families 24/7