Administrative Assistant

CTLGroup; New York (NY); On-site; USD 65,000 - 75,000; Full time

Job summary

CTLGroup, a leading engineering and scientific services firm, is hiring an Administrative Assistant in New York, NY. The role focuses on calendar management, travel coordination, and executive support within a fast-paced professional environment.

The successful candidate will have at least 2 years of administrative experience, proficiency in MS Office, and strong organizational and communication skills to support multiple executives and projects.

Qualifications

• High school diploma or equivalent required; Associate's degree or higher preferred.
• Minimum of 2 years of experience in an administrative or office support role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Demonstrated experience managing calendars and scheduling meetings.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.

Responsibilities

• Manage and maintain complex calendars for multiple executives, ensuring all appointments and meetings are scheduled efficiently.
• Coordinate and arrange travel plans, including flights, accommodations, and transportation, while adhering to budget and company policies.
• Handle multi-line phone systems, directing calls appropriately and managing voicemail messages with professionalism.
• Organize and prepare materials for meetings, including agendas, presentations, and minutes, and ensure timely distribution to participants.
• Maintain accurate and confidential records, files, and documentation in compliance with company standards and regulatory requirements.
• Perform general clerical duties such as data entry, correspondence, and office supply management to support daily office operations.
• Serve as a liaison between internal teams and external clients or vendors, facilitating clear and effective communication.

Skills

Calendar management

Organizational skills

Verbal communication

Office software

Multi-line phone handling

Education

High school diploma or equivalent

Associate’s degree or higher preferred

Tools

Microsoft Office

Travel booking platforms

Records management software

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Administrative Assistant

New York, NY, US

3 days ago Requisition ID: 1110

Salary Range: $65,000.00 To $75,000.00 Annually

We are CTLGroup, a team of engineers, architects, scientists, and consultants who are seasoned technical experts possessing unparalleled experience, knowledge, and testing proficiency in structures and materials. Our integrated team is backed by one of the most sophisticated commercial structural and building materials laboratories in the United States. Whether providing technical consultation, conducting laboratory studies, performing failure investigations, or offering expert testimony, we aim to solve our clients' problems and assist in achieving their objectives. Beyond delivering mere data, our team provides a foundation of confidence upon which our clients can build.

About the Role:

The Administrative Assistant plays a crucial role in ensuring the smooth and efficient operation of our professional services office. This position is responsible for managing a variety of administrative tasks that support executives and team members, enabling them to focus on their core responsibilities. The ideal candidate will coordinate schedules, organize meetings, and handle communications with professionalism and discretion. By maintaining accurate records and managing travel arrangements, the Administrative Assistant contributes to the overall productivity and organization of the team. This role requires a proactive individual who can anticipate needs, prioritize tasks, and adapt to a dynamic work environment within the professional, scientific, and technical services industry.

Minimum Qualifications:

• High school diploma or equivalent required; Associate's degree or higher preferred.
• Minimum of 2 years of experience in an administrative or office support role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Demonstrated experience managing calendars and scheduling meetings.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.

Preferred Qualifications:

• Experience working in the professional, scientific, or technical services industry.
• Familiarity with travel booking platforms and expense reporting software.
• Knowledge of records management best practices and compliance standards.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a collaborative team in a fast-paced environment.

Responsibilities:

• Manage and maintain complex calendars for multiple executives, ensuring all appointments and meetings are scheduled efficiently.
• Coordinate and arrange travel plans, including flights, accommodations, and transportation, while adhering to budget and company policies.
• Handle multi-line phone systems, directing calls appropriately and managing voicemail messages with professionalism.
• Organize and prepare materials for meetings, including agendas, presentations, and minutes, and ensure timely distribution to participants.
• Maintain accurate and confidential records, files, and documentation in compliance with company standards and regulatory requirements.
• Perform general clerical duties such as data entry, correspondence, and office supply management to support daily office operations.
• Serve as a liaison between internal teams and external clients or vendors, facilitating clear and effective communication.

Skills:

The required skills such as general administrative capabilities and calendar management are essential for organizing daily schedules and ensuring seamless coordination of meetings and appointments. Proficiency in handling multi-line phone systems and general clerical tasks supports effective communication and office operations. Travel arrangement skills enable the assistant to efficiently plan and execute business trips, optimizing time and resources. Records management expertise ensures that all documentation is accurate, secure, and easily accessible, which is vital for compliance and operational efficiency. Preferred skills like familiarity with industry-specific tools and strong communication abilities enhance the assistant’s capacity to support specialized teams and foster a productive work environment.

*This job description describes the general nature of the position. The above declarations are not intended to be a complete list of responsibilities, skills and abilities required to do the job.

CTLGroup provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.