Administrative Assistant

CiviTronix; New York (NY); On-site; USD 40,000 - 55,000; Full time

Job summary

A dynamic technology company based in New York is seeking an organized Administrative Assistant to ensure smooth office operations. The role includes managing daily tasks, scheduling meetings, and providing essential support across departments. The ideal candidate will have a high school diploma, 1-2 years of experience in an administrative role, and strong organizational and communication skills. Proficiency in Microsoft Office is required. This position emphasizes attention to detail and effective multitasking in a fast-paced environment.

Qualifications

• A high school diploma or equivalent is required; an associate degree or higher is preferred.
• At least 1-2 years of experience in an administrative support role is needed.
• Excellent attention to detail to ensure accuracy and consistency.

Responsibilities

• Provide day-to-day administrative support to management and team members.
• Schedule and coordinate appointments and meetings.
• Act as a liaison between internal teams and external clients.

Skills

Proficiency in Microsoft Office Suite

Strong organizational skills

Strong written and verbal communication skills

Education

High school diploma or equivalent

Associate degree in business administration or related field

Tools

Microsoft Office Suite

Office management software

Project management tools (e.g., Asana, Trello)

Job description

Note: Strictly for candidates within the United States.

Position Overview

We are seeking an organized, detail-oriented Administrative Assistant to support our dynamic team at CiviTronix. This position plays a key role in ensuring the smooth operation of our office and providing essential administrative support across various departments. You will be responsible for managing daily office tasks, scheduling meetings, coordinating communications, and assisting with documentation and project management. The ideal candidate will be a proactive, self-starter with strong organizational skills and the ability to handle multiple tasks efficiently in a fast-paced environment.

Key Responsibilities

• Administrative Support: Provide day-to-day administrative support to senior management, engineers, and other team members, ensuring smooth office operations.
• Calendar Management: Schedule and coordinate appointments, meetings, and conference calls for team members, ensuring efficient use of time and resources.
• Communication: Act as a liaison between internal teams and external clients, handling phone calls, emails, and correspondence in a professional and timely manner.
• Document Management: Prepare, organize, and maintain documents, reports, and presentations, ensuring proper filing, indexing, and easy retrieval.
• Project Support: Assist in the preparation of project proposals, presentations, and other documentation for client meetings or internal purposes.
• Office Management: Oversee office supplies and equipment, ensuring timely ordering and maintaining a clean, organized office environment.
• Data Entry & Record Keeping: Maintain and update databases, records, and systems accurately. Perform data entry tasks and ensure consistency and quality in documentation.
• Travel Coordination: Arrange travel and accommodation for team members as needed, ensuring itineraries are optimized and travel requirements are met.
• Billing and Invoicing Support: Assist with the preparation of billing documentation, track project expenses, and coordinate with accounting to ensure timely billing and invoicing.
• Customer Service: Provide excellent customer service to clients, vendors, and stakeholders, addressing inquiries and resolving issues in a professional manner.
• Event Coordination: Organize and coordinate internal and external meetings, events, and conferences, including logistics, catering, and preparation of meeting materials.
• Special Projects: Assist with other ad hoc administrative tasks and special projects as needed, demonstrating flexibility and the ability to multitask effectively.

Qualifications

• Educational Background: A high school diploma or equivalent is required; an associate degree or higher in business administration, office management, or a related field is preferred.
• Experience: At least 1-2 years of experience in an administrative or office support role, ideally within an engineering or technical environment.
• Technical Skills
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Familiarity with office management software and project management tools (e.g., Asana, Trello, or similar tools) is a plus.
  • Basic knowledge of accounting software (QuickBooks, Xero) is a plus.
• Organizational Skills: Strong organizational skills with the ability to manage multiple tasks simultaneously and prioritize effectively.
• Attention to Detail: Excellent attention to detail, ensuring accuracy and consistency in all tasks.
• Communication Skills: Strong written and verbal communication skills, with the ability to interact professionally with clients, team members, and stakeholders.
• Problem-Solving: Ability to identify challenges and proactively come up with practical solutions.
• Team Player: Collaborative mindset and the ability to work effectively with others across multiple departments.
• Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality at all times.

Preferred Skills (Not Required)

• Experience in the engineering, construction, or architecture industries is a plus.
• Familiarity with customer relationship management (CRM) systems.
• Knowledge of basic office accounting procedures.
• Bilingual or multilingual skills are a plus (depending on the region).