Administrative Assistant

Parabit Systems; Bellmore (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

Parabit Systems in Bellmore, NY is seeking an Administrative Assistant to provide comprehensive support to the team and help maintain smooth office operations. The role requires detail-orientation, proactivity, and the ability to work in a dynamic environment.

Responsibilities include handling calls and emails, scheduling meetings, preparing documents and reports, organizing filing systems, coordinating events and vendor logistics, and maintaining inventory and internal communications.

Qualifications

• Good interpersonal skills and the ability to communicate effectively, both verbally and in writing.
• Proficient with MS Outlook, Word, Excel, and PowerPoint.
• Prior experience utilizing CRM software is a plus.
• Strong organizational skills with the ability to prioritize tasks and adjust to changing demands.
• Demonstrated attention to detail and the ability to handle confidential information with discretion.

Responsibilities

• Provides general administrative support to the team, including handling phone calls, managing emails, scheduling meetings, and preparing documents.
• Assists with preparing and editing reports, presentations, and correspondence.
• Organizes and maintains digital and physical filing systems.
• Coordinates office activities and operations to ensure efficiency and adherence to company policies.
• Supports the planning and execution of meetings, events, and conferences, including logistics and coordination with vendors.
• Orders office supplies and keeps track of inventory to maintain a well-stocked and organized workspace.
• Prepares and distributes internal communications and updates to the team.
• Conducts basic research and compiles data as requested.

Tools

MS Outlook

MS Word

MS Excel

MS PowerPoint

CRM software

Interpersonal skills

Organizational skills

Attention to detail

Discretion

Multilingual

Job description

Summary:

This position provides comprehensive administrative support to the team and plays a key role in maintaining smooth office operations. The Administrative Assistant is responsible for organizing and executing various tasks, coordinating with different departments, and ensuring all activities are carried out efficiently. The ideal candidate will be detail-oriented, adaptable, proactive, and capable of working in a dynamic environment.

Essential Duties and Responsibilities:

• Provides general administrative support to the team, including handling phone calls, managing emails, scheduling meetings, and preparing documents.
• Assists with preparing and editing reports, presentations, and correspondence.
• Organizes and maintains digital and physical filing systems.
• Coordinates office activities and operations to ensure efficiency and adherence to company policies.
• Supports the planning and execution of meetings, events, and conferences, including logistics and coordination with vendors.
• Orders office supplies and keeps track of inventory to maintain a well-stocked and organized workspace.
• Prepares and distributes internal communications and updates to the team.
• Conducts basic research and compiles data as requested.
• Other duties as assigned/required.

Qualifications:

• Good interpersonal skills and the ability to communicate effectively, both verbally and in writing.
• Proficient with MS Outlook, Word, Excel, and PowerPoint.
• Prior experience utilizing Customer Relationship Management (CRM) software is a plus.
• Strong organizational skills with the ability to prioritize tasks and adjust to changing demands.
• Demonstrated attention to detail and the ability to handle confidential information with discretion.

Education/Experience:

• 3 years of related administrative experience, preferably within a corporate or professional office environment.
• Experience with basic research tasks and familiarity with office management processes is preferred.
• The ability to speak multiple languages is a plus.

Join an exceptional and energized team that shares a common belief in operating with integrity and leading through innovation. Parabit Systems is focused on growth and creating opportunities for career advancement. We are an equal opportunity employer, offering a positive work environment and challenging career prospects.

All employment candidates must pass: a NON-DOT Drug screening, Criminal and Credit Background Check and a Driver License Check prior to employment.