Administrative Assistant

Apex Systems; New York, Northern (NY, KY); Hybrid; USD 47,000 - 63,000; Full time

Job summary

Everforth Apex is seeking a Senior Executive Assistant to support our executives and the broader team in New York. This on-site role focuses on calendar management, travel coordination, expense reporting, meeting logistics, and office operations to keep day-to-day activities running smoothly.

The ideal candidate has 6+ years of EA experience, comfort handling confidential information, and the ability to coordinate cross-functional teams across time zones.

Qualifications

• 6+ years of executive assistant experience.
• Experience supporting executives and events.
• Ability to manage confidential information.

Responsibilities

• Manage complex calendars for designated executives across time zones.
• Coordinate domestic and international travel arrangements.
• Prepare, submit, and track expense reports.
• Support meeting logistics and attendee coordination.
• Plan and execute events and offsites.
• Maintain team calendars, deadlines, and milestones.

Skills

Calendar management

Travel coordination

Expense reporting

Event coordination

Executive support

Tools

Microsoft Excel

PowerPoint

Word

Job description

Executive Administrative Assistant

Location: New York, NY (Must be able to work onsite Tuesday - Thursday each week.)

Length: 6 Month Assignment

Pay: $40/hour W2

Role Overview

We are seeking an organized and resourceful Senior Executive Assistant to support our executives and the broader team. This role combines managing support for team executives, event coordination, office management, and team planning. The ideal candidate is comfortable managing multiple priorities, anticipating needs, coordinating across internal and external stakeholders, and ensuring that day-to-day operations run smoothly.

Key Responsibilities

• Manage complex calendars for designated executives, including scheduling meetings, resolving agenda conflicts, and coordinating across multiple time zones.


• Coordinate domestic and international travel, including flights, accommodations, ground transportation, and itineraries.


• Prepare, submit, and track expense reports, ensuring accuracy and compliance with company policies.


• Support meeting preparation by coordinating logistics, gathering materials, and confirming attendees.


• Handle sensitive and confidential information with professionalism and discretion.


• Maintain and manage the overall team calendar, including meetings, events, deadlines, and company milestones.


• Coordinate recurring team meetings, leadership sessions, offsites, and planning activities.


• Plan and execute events ranging from executive dinners and investor meetings to team offsites and conferences.


• Manage event logistics, including venues, catering, invitations, and attendee lists.


• Support the day-to-day operation of the office and team workspace, including maintaining inventory of supplies.

Experience

A minimum of 6+ years of experience as an executive assistant is required. Previous experience in supporting executives, business operations, event coordination, office management, or a related role is necessary. This includes experience managing complex calendars, travel arrangements, and expense reporting, as well as demonstrated experience planning events.

Technical Skills

• Proficiency in the Microsoft Suite (Excel, PowerPoint, Word) is required.

Preferred Qualifications

• Proactive and solutions-oriented.


• Calm and composed in a fast-paced environment.


• Service-minded, with a strong sense of ownership.


• Collaborative and comfortable working across different teams.


• Flexible and willing to support occasional early-morning or evening events.

About Everforth Apex

Everforth Apex is a world-class IT services company that serves thousands of clients across the globe. When you join Everforth Apex, you become part of a team that values innovation, collaboration, and continuous learning. We offer quality career resources, training, certifications, development opportunities, and a comprehensive benefits package. Our commitment to excellence is reflected in many awards, including ClearlyRateds Best of Staffing® in Talent Satisfaction in the United States and Great Place to Work® in the United Kingdom and Mexico.

Benefits Overview

• Everforth Apex offers a range of supplemental benefits, including medical, dental, vision, life, disability, and other insurance plans that offer an optional layer of financial protection.


• We offer an ESPP (employee stock purchase program) and a 401K program which allows you to contribute typically within 30 days of starting, with a company match after 12 months of tenure.


• Everforth Apex also offers a HSA (Health Savings Account on the HDHP plan), a SupportLinc Employee Assistance Program (EAP) with up to 8 free counseling sessions, a corporate discount savings program and other discounts.


• In terms of professional development, Everforth Apex hosts an on-demand training program, provides access to certification prep and a library of technical and leadership courses/books/seminars once you have 6+ months of tenure, and certification discounts and other perks to associations that include CompTIA and IIBA.


• Everforth Apex has a dedicated customer service team for our Consultants that can address questions around benefits and other resources, as well as a certified Career Coach.

You can access a full list of our benefits, programs, support teams and resources within our ‘Welcome Packet’ as well, which an Everforth Apex team member can provide.

Equal Opportunity Employment Statement

Everforth Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership or any other characteristic protected by law. Everforth Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law.

ADA Accommodations

If you require an accommodation under the Americans with Disabilities Act to participate in an interview with a virtual recruiter or to use our website for a search or application, please contact our Benefits Department at [e-mail] or 804-523-8228. Please note that this contact information is strictly to be used for medical ADA accommodations and that no other inquiries will be answered.

Transpareny Statement

UnitedHealthcare creates and publishes the Transparency in Coverage Machine-Readable Files on behalf of Everforth Apex Systems.