Administrative Assistant

Qode; New York (NY); Hybrid; USD 50,000 - 66,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Paid time off

Professional development

Job summary

Qode is seeking a highly organized Administrative Assistant to support our executive team and office operations. You will manage calendars, handle inquiries, and coordinate travel with a focus on accuracy and confidentiality.

The role is hybrid, with 2-3 days in the New York City office and remote work on other days. We offer competitive compensation and a benefits package including health, dental, and vision insurance, PTO, and professional development opportunities.

Qualifications

• High school diploma or equivalent; an Associate's or Bachelor's degree is strongly preferred.
• Proficiency in Microsoft Office Suite and Google Workspace required.
• Excellent written and verbal communication, with clarity and conciseness.
• Strong organizational and time management skills; ability to prioritize and meet deadlines.
• Multitasking ability and independent work style in a fast-paced environment.
• Experience with scheduling software and virtual meetings (Zoom/Teams) is required.

Responsibilities

• Manage and maintain executive calendars, scheduling appointments and travel.
• Answer and direct phone calls; handle mail and deliveries with courtesy.
• Prepare and edit correspondence, reports, and presentations with high accuracy.
• Organize physical and digital filing systems; keep data accessible and secure.
• Coordinate office supplies and vendor relationships to keep the office functional.
• Assist with event planning and coordination for meetings and company events.
• Provide general administrative support to various departments as needed.
• Greet visitors and clients; act as the first point of contact.
• Process expense reports and manage petty cash accurately.
• Maintain confidentiality of sensitive information.
• Support onboarding for new employees with required paperwork.
• Conduct research and compile data for projects as requested.
• Manage and update contact databases/CRM for data integrity.
• Troubleshoot basic office equipment issues and coordinate with IT.
• Contribute to process improvements in administrative workflows.

Skills

Microsoft Office

Google Workspace

Calendar management

Communication skills

Multitasking

Travel booking

Education

High school diploma

Associate's degree preferred

Bachelor's degree preferred

Tools

Zoom

Microsoft Teams

CRM software

Job description

Administrative Assistant

Location: United States

Workplace Type: Hybrid

About the Role

We are seeking a highly organized and proactive Administrative Assistant to join our dynamic team. This role is crucial in ensuring the smooth and efficient operation of our office. The ideal candidate will be a detail-oriented individual with excellent communication and multitasking skills, capable of managing a variety of administrative tasks. You will be the first point of contact for many visitors and clients, and will play a key role in supporting our executive team and ensuring a positive and productive work environment. This is an excellent opportunity for someone looking to grow their administrative career in a supportive and fast-paced setting. The salary range for this position is $36-$48 per hour, commensurate with experience and qualifications. This is a hybrid role, requiring approximately 2-3 days per week in our New York City office, with the flexibility for remote work on other days. We offer a competitive salary, comprehensive benefits package including health, dental, and vision insurance, paid time off, and opportunities for professional development. Our company fosters a collaborative and inclusive work environment where your contributions are valued. We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Key Responsibilities

• Manage and maintain executive calendars, scheduling appointments, meetings, and travel arrangements efficiently.
• Answer and direct phone calls professionally, manage incoming and outgoing mail and deliveries, and handle general inquiries with courtesy.
• Prepare and edit correspondence, reports, presentations, and other documents with a high degree of accuracy.
• Organize and maintain physical and digital filing systems, ensuring information is accurate, accessible, and secure.
• Coordinate office supplies, equipment, and vendor relationships, ensuring the office is well-stocked and functional at all times.
• Assist with event planning and coordination for internal and external meetings and company events, ensuring seamless execution.
• Provide general administrative support to various departments as needed, contributing to overall team productivity.
• Greet visitors and clients in a professional and welcoming manner, serving as the first point of contact.
• Process expense reports and manage petty cash accurately and in a timely manner.
• Maintain strict confidentiality of sensitive information, demonstrating discretion and trustworthiness.
• Support the onboarding process for new employees by preparing necessary documentation and resources.
• Conduct research and compile data for various projects as requested by management.
• Manage and update contact databases and CRM systems to ensure data integrity.
• Troubleshoot basic office equipment issues and coordinate with IT support when necessary.
• Contribute to the continuous improvement of administrative processes and procedures.

Required Skills & Qualifications

• High school diploma or equivalent required; an Associate's or Bachelor's degree is strongly preferred.
• 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, with the ability to articulate information clearly and concisely.
• Strong organizational and time management skills, with a demonstrated ability to prioritize tasks effectively and meet deadlines.
• Exceptional attention to detail and a commitment to accuracy in all tasks performed.
• Ability to multitask effectively and work independently with minimal supervision, demonstrating initiative.
• Professional demeanor and strong interpersonal skills, with the ability to build rapport with colleagues and clients.
• Experience with scheduling software and virtual meeting platforms (e.g., Zoom, Microsoft Teams) is required.
• Discretion and a proven ability to handle confidential information with the utmost 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.
• A proactive approach to problem-solving and a willingness to take on new challenges.

Additional Information

This is a hybrid role, requiring approximately 2-3 days per week in our New York City office, with the flexibility for remote work on other days. We offer a competitive salary, comprehensive benefits package including health, dental, and vision insurance, paid time off, and opportunities for professional development. Our company fosters a collaborative and inclusive work environment where your contributions are valued. We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. Join our team and contribute to a company that is committed to excellence and employee growth.