Administrative Assistant

Talentify; Town of Elma (NY); Hybrid; USD 28,000 - 41,000; Part time

Job summary

Talentify is seeking a part-time administrative and coordination professional to support our assigned team in a hybrid environment, available for in-person or remote work as needed. You will manage calendars, arrange travel, process expense reports, draft communications, and coordinate meetings and events, ensuring timely, compliant delivery and strong stakeholder service.

The role requires an associate degree or equivalent, 2 years of administrative experience, and proficiency with Microsoft

Qualifications

• Associate degree or equivalent; Bachelor’s degree preferred.
• Minimum 2 years in administrative/coordination roles.
• Proficiency with Microsoft Outlook, Word, Excel, Teams.
• Strong written and verbal communication with high attention to detail.

Responsibilities

• Coordinate meetings, events, and team activities including catering and logistics.
• Book travel and process expense reports accurately and timely.
• Draft, format, and distribute documents and memos as needed.
• Order office and event supplies and liaise with vendors.
• Ensure administrative processes are completed efficiently, compliantly, and on schedule.
• Maintain a high level of responsiveness and service to supported stakeholders.

Skills

Calendar management

Travel coordination

Written & verbal communication

Discretion with confidential info

Education

Associate degree

Bachelor's degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft Teams

Job description

JOB DESCRIPTION

General Function

Provides comprehensive hybrid (inperson or remote) part-time administrative and coordination support to the assigned team, ensuring smooth execution of daily operations, meetings, travel, and events through effective organization, communication, and follow-through.

Nature & Scope

This role operates with moderate autonomy and requires strong coordination across internal teams, including collaboration with other administrative assistants. The position supports multiple priorities simultaneously, manages time-sensitive logistics, and interfaces with vendors, employees, and leadership while adhering to established policies and procedures.

Requirements (Including Education)

• Associate degree or equivalent work experience required; Bachelor’s degree preferred.
• Minimum of 2 years of experience in an administrative, coordination, or office support role.
• Proficiency with Microsoft (Outlook, Word, Excel, Teams).
• Demonstrated ability to manage calendars, travel arrangements, expense reports, and event logistics.
• Strong written and verbal communication skills with high attention to detail.
• Ability to handle confidential information with professionalism and discretion.

Accountabilities

• Coordinate meetings, events, and team activities, including catering and logistics.
• Book travel and process expense reports accurately and in a timely manner.
• Draft, format, and distribute documents, memos, and communications as needed.
• Order office and event supplies and liaise with vendors.
• Ensure administrative processes are completed efficiently, compliantly, and on schedule.
• Maintain a high level of responsiveness and service to supported stakeholders.

EEO

“Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”