Administrative Assistant

Pelham Berkeley Search; New York (NY); On-site; USD 42,000 - 64,000; Full time

Job summary

Pelham Berkeley Search is seeking an Administrative Assistant to support the Management Office and Administration/Human Resources Department. The role involves coordinating office needs, maintaining records, and assisting consultants and vendors across New York and New Jersey sites.

You will handle travel, expense tracking, onboarding support, invoices, inventory, and facilities liaison, working independently or with teams to keep operations orderly and efficient.

Qualifications

• Proficient in MS Word, Excel, PowerPoint and Outlook.
• Fluency in Mandarin Chinese and English.
• Strong communication, interpersonal, organizational and problem-solving skills.
• Discretion and professionalism with confidential information.
• Ability to prioritize in a fast-paced environment and work independently or with others.

Responsibilities

• Provide administrative support including telephone coverage, mail and supplies, travel arrangements, expense tracking, filing, deliveries, visitor access, event coordination, and routine requests.
• Support consultant onboarding, job descriptions, timesheets, invoices, terminations, and related records.
• Maintain records and fixed-asset documentation, and support equipment purchasing, moves, and disposal.
• Manage pantry and stationery inventory, purchasing, and monthly records.
• Process invoices and centralized procurement in line with policy.
• Maintain check records and blank check stock inventory.
• Liaise with building management and vendors on facilities, visitor, maintenance, and service matters.
• Update phone extension lists and organizational charts.
• Assist with Head Office staff needs and provide backup coverage for department staff.
• Perform other assignments as directed by the Department Head or alternate.

Skills

MS Word

MS Excel

PowerPoint

Outlook

Mandarin Chinese

Fluent English

Education

Bachelor’s degree or equivalent work experience

Job description

Administrative Assistant

Overview

Make a meaningful impact behind the scenes by keeping daily operations organized, responsive, and running smoothly across the Management Office and Administration/Human Resources Department. This role offers the opportunity to work independently, collaborate across teams, and support a wide range of essential business functions.

Reporting to the Department Head

Reporting to the Department Head, you will provide comprehensive administrative support across the New York and New Jersey sites. You’ll coordinate office needs, maintain accurate records, support consultants and vendors, and help ensure a safe, orderly workplace.

Key Responsibilities

• Provide administrative support, including telephone coverage, mail and supplies, travel arrangements, expense tracking, filing, deliveries, visitor access, event coordination, and routine requests.
• Support consultant onboarding, job descriptions, timesheets, invoices, terminations, and related records.
• Maintain records and fixed-asset documentation, and support equipment purchasing, moves, and disposal.
• Manage pantry and stationery inventory, purchasing, and monthly records.
• Process invoices and centralized procurement in line with policy.
• Maintain check records and blank check stock inventory.
• Liaise with building management and vendors on facilities, visitor, maintenance, and service matters.
• Update phone extension lists and organizational charts.
• Assist with Head Office staff needs and provide backup coverage for department staff.
• Perform other assignments as directed by the Department Head or alternate.

Must-Have

• Bachelor’s degree or equivalent work experience.
• At least one year of relevant work experience.
• Proficiency in Word, Excel, PowerPoint, and Outlook.
• Fluency in spoken and written Mandarin Chinese and English.
• Strong communication, interpersonal, organizational, and problem-solving skills.
• Discretion and professionalism when handling confidential information.
• Ability to prioritize effectively in a fast-paced environment and work independently or collaboratively.