Administrative Assistant

Jobtailor; New York (NY); On-site; USD 55,000 - 85,000; Full time

Job summary

Jobtailor is seeking an experienced Administrative Assistant/Executive Assistant in New York to support senior leaders with calendar management, correspondence, and meeting coordination.

You will handle travel bookings, expense reports, filing, and vendor relations, while ensuring confidentiality and high accuracy in all administrative tasks. This role requires strong communication, organization, and the ability to multitask in a fast-paced environment.

Qualifications

• High school diploma or equivalent is required.
• Proven experience as Administrative Assistant or Executive Assistant is essential.
• Proficiency in Microsoft Office Suite and Google Workspace is mandatory.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills.
• Ability to multitask and work independently with minimal supervision.
• Professional demeanor and strong interpersonal skills.
• Familiarity with office management principles and practices.
• Experience with scheduling software and virtual meeting platforms (Zoom, Teams) is required.
• Confidential information handling with integrity.

Responsibilities

• Manage and maintain executive calendars, scheduling appointments, meetings, and travel arrangements
• Answer and direct phone calls, manage mail and deliveries, and handle general inquiries
• Prepare and edit correspondence, reports, presentations, and other documents
• Organize and maintain physical and digital filing systems
• Coordinate office supplies, equipment, and vendor relationships
• Assist with event planning and coordination for meetings and company events
• Provide general administrative support to various departments
• Greet visitors and clients professionally
• Process expense reports and manage petty cash
• Maintain confidentiality of sensitive information
• Support onboarding for new employees
• Conduct research and compile data for projects
• Manage and update contact databases and CRM systems
• Troubleshoot basic office equipment issues and coordinate with IT support
• Contribute to continuous improvement of administrative processes and procedures

Skills

Communication

Organizational Skills

Attention to Detail

Multitasking

Professional Demeanor

Education

High school diploma or equivalent

Tools

Microsoft Office

Google Workspace

Zoom

Microsoft Teams

CRM Systems

Travel Booking Systems

Job description

• Manage and maintain executive calendars, scheduling appointments, meetings, and travel arrangements
• Answer and direct phone calls, manage mail and deliveries, and handle general inquiries
• Prepare and edit correspondence, reports, presentations, and other documents
• Organize and maintain physical and digital filing systems
• Coordinate office supplies, equipment, and vendor relationships
• Assist with event planning and coordination for meetings and company events
• Provide general administrative support to various departments
• Greet visitors and clients professionally
• Process expense reports and manage petty cash
• Maintain confidentiality of sensitive information
• Support onboarding for new employees
• Conduct research and compile data for projects
• Manage and update contact databases and CRM systems
• Troubleshoot basic office equipment issues and coordinate with IT support
• Contribute to continuous improvement of administrative processes and procedures

Requirements

• High school diploma or equivalent required
• Proven experience as an Administrative Assistant, Executive Assistant, or in a similar administrative support role is essential
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace is mandatory
• Excellent written and verbal communication skills
• Strong organizational and time management skills
• Exceptional attention to detail and commitment to accuracy
• Ability to multitask effectively and work independently with minimal supervision
• Professional demeanor and strong interpersonal skills
• Experience with scheduling software and virtual meeting platforms (e.g., Zoom, Microsoft Teams) is required
• Ability to handle confidential information with integrity
• Familiarity with office management principles and practices
• Ability to adapt to changing priorities and work in a fast-paced environment
• Basic understanding of bookkeeping or financial record-keeping is a plus
• Experience with travel booking and expense management systems is advantageous
• Proactive approach to problem-solving and willingness to take on new challenges

Core Competencies

Demonstrates proficiency in Microsoft Office Suite and Google Workspace, with strong organizational, communication, and multitasking abilities. Capable of managing executive calendars, coordinating events, and maintaining confidentiality while providing comprehensive administrative support.

Highest-signal resume keywords

• Microsoft Office Suite Proficiency
• Google Workspace Proficiency
• Scheduling Software Experience
• Event Planning Coordination
• Confidential Information Management

ATS Optimization Keywords

Hard Skills

• Calendar Management
• Document Preparation
• Data Compilation
• Expense Management
• Basic Bookkeeping

Soft Skills

• Excellent Communication Skills
• Strong Organizational Skills
• Attention to Detail
• Interpersonal Skills
• Problem-Solving Skills

Industry Keywords

• Administrative Support
• Office Management Principles
• Confidentiality
• Vendor Relationships
• Fast-Paced Environment

Tools & Technologies

• Zoom
• Microsoft Teams
• CRM Systems
• Office Equipment
• Travel Booking Systems