Administrative Assistant

Trakstar; Town of New Windsor (NY); On-site; USD 36,000 - 37,000; Part time

Job summary

Trakstar is seeking an Administrative Assistant to provide high-level support to senior leadership. The role coordinates travel, manages travel and expense processes, and handles calendar management and meeting coordination.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities with discretion and professionalism. You will prepare documents and presentations, maintain electronic records, assist with special projects, and provide front desk backup.

Qualifications

• Experience supporting executives or senior leadership in an administrative capacity.
• Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Word, Excel).
• Experience with travel and expense systems preferred (e.g., Concur).
• Strong organizational skills and ability to manage multiple priorities and deadlines.
• Excellent communication, problem-solving abilities, and discretion.

Responsibilities

• Coordinate travel for executives (airfare, hotel, ground transport).
• Prepare and submit travel/expense reports accurately.
• Manage senior leaders' calendars and scheduling.
• Prepare PowerPoint presentations and reports.
• Maintain organized electronic records and assist with admin tasks.
• Assist meeting coordination and follow-up items.
• Provide backup front desk coverage.
• Support new member orientations and internal communications.
• Provide general support to Sales department as needed.
• Assist Executive Secretary as needed.

Skills

Organizational skills

Calendar management

Administrative support

Stellar communication

Discretion

Customer service

Tools

Concur

Outlook

PowerPoint

Excel

Word

Travel coordination software

Job description

Summary: The Administrative Assistant provides administrative support to senior leadership, with primary responsibility for coordinating business travel arrangements and managing travel and expense processes. This role also supports leaders through calendar management, meeting coordination, document preparation, and day-to-day administrative assistance. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while maintaining professionalism, discretion, and exceptional customer service. This position also serves as backup reception coverage and contributes to the efficient operation of the office and executive support functions.

Position Type/Expected Hours of Work:

This is a part-time, benefits-eligible position scheduled for an average of 32 hours per week. Regular work hours are Monday through Friday, either 8:00 a.m. to 3:00 p.m. or 9:00 a.m. to 4:00 p.m. depending on business needs and employee preference.

Essential functions:

• Coordinate travel arrangements for executive-level leaders, including airfare, hotel accommodations, and ground transportation
• Process and manage executive travel and business expense reports, ensuring timely and accurate submission.
• Provide calendar support for senior leaders, including scheduling meetings, managing appointments, coordinating logistics, and resolving scheduling conflicts.
• Create, edit, and format PowerPoint presentations, reports, and other business documents to support executive and organizational initiatives.
• Maintain organized electronic records and assist with administrative tasks, correspondence, and special projects as assigned.
• Assist with meeting coordination, including scheduling, preparing materials, and tracking follow-up action items.
• Serve as backup front desk/reception coverage, answering incoming calls, greeting guests, and assisting with general office operations.
• Schedule and coordinate new member orientations. Communicate with internal teams to ensure presenters, materials, and logistics are prepared.
• Provide general administrative support to the Member Sales department as needed.
• Provides backup to the Executive Secretary as needed.

Required Education and Experience:

• Experience supporting executives or senior leadership teams in an administrative capacity
• Proficiency in Microsoft Office Suite, particularly Outlook, PowerPoint, Word, and Excel.
• Experience with Concur or similar travel and expense management systems strongly preferred.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent attention to detail, communication, and problem-solving abilities
• High degree of professionalism and discretion

Pay Range:

In New York, the compensation for this position ranges from $26.00-$27.00 per hour. Actual compensation will be dependent upon the individual’s qualifications, experience, skills and certifications.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time