Administrative Assistant

Bernard Nickels & Associates; City of Rochester (NY); On-site; USD 40,000 - 55,000; Full time

Job summary

Bernard Nickels & Associates is seeking an organized Administrative Assistant to provide day-to-day support at our Rochester location. The role serves as the primary contact for employees, visitors, and vendors, ensuring smooth office operations and timely responses to changing needs.

The ideal candidate will be dependable, professional, and capable of handling a variety of tasks, including mail handling, scheduling, room setup, and event logistics, while maintaining a courteous customer service

Qualifications

• Experience as administrative assistant or similar role.
• Strong customer service and communication skills.
• Excellent organizational skills and attention to detail.
• Ability to prioritize multiple requests and adapt to changing needs.
• Comfortable onsite in Rochester five days per week.

Responsibilities

• Provide general administrative and office support, including mail, phones, greeting visitors, and printing requests.
• Serve as primary point of contact for employees and visitors.
• Manage office supplies, equipment, and kitchen items.
• Assist with facility and housekeeping requests and light cleaning tasks.
• Provide basic troubleshooting for conference room and A/V equipment.
• Support meetings and events, including room setup and vendor coordination.
• Coordinate meeting and workspace reservations.
• Address scheduling or space conflicts; work with employees to resolve.
• Support additional administrative needs.

Skills

Administrative support

Customer service

Organization

Communication

Onsite work

Job description

Contract Duration: September 21, 2026 - January 8, 2027

Position Overview

We are seeking an organized and service-oriented Administrative Assistant to provide day-to-day administrative and office support for a busy Rochester location. This role will help ensure smooth office operations while serving as a primary point of contact for employees, visitors, vendors, and internal teams.

The ideal candidate is dependable, professional, comfortable handling a variety of responsibilities, and able to quickly respond to changing office needs.

Key Responsibilities

• Provide general administrative and office support, including processing and distributing mail, answering phones, greeting visitors, coordinating printing requests, and assisting with other day-to-day tasks.
• Serve as a primary point of contact for employees and visitors, helping resolve or coordinate office-related requests.
• Manage office supplies, equipment, kitchen/pantry items, and other workplace resources.
• Assist with facility and housekeeping requests and perform light office upkeep and non-janitorial cleaning activities as needed.
• Provide basic troubleshooting and coordination for conference room and A/V equipment.
• Support meetings and events, including room setup, vendor coordination, last-minute logistical needs, and day-of execution.
• Communicate with vendors and provide direction when adjustments are needed during meetings or events.
• Manage meeting and workspace reservations to maximize office space utilization.
• Address scheduling or space conflicts and work with employees to identify appropriate solutions.
• Support additional administrative and office-service needs as assigned.

Qualifications

• Previous administrative assistant, office coordinator, receptionist, workplace services, or similar experience preferred.
• Strong customer service and communication skills.
• Excellent organizational skills and attention to detail.
• Ability to prioritize multiple requests and adapt to changing needs.
• Comfortable interacting with employees, visitors, vendors, and leadership.
• Basic experience with office technology, conference room equipment, and A/V systems is preferred.
• Must be comfortable working onsite in Rochester 5 days per week.