Administrative Assistant

CBN America LLC; Village of Islandia (NY); On-site; USD 40,000 - 52,000; Full time

Job summary

CBN America LLC in New York seeks an Administrative Assistant to support daily office operations, streamline processes, and ensure smooth workflow across departments. You will coordinate schedules, prepare project files, and maintain documentation to help projects move forward.

The role requires strong organizational skills, proficiency with Microsoft Office, and proactive communication to assist project teams, vendors, and clients. Join a collaborative team focused on professionalism and growth.

Qualifications

• Strong organizational and multitasking abilities are essential.
• Excellent written and verbal communication skills are required.
• Proactive, independent worker with initiative and problem-solving mindset.

Responsibilities

• Provide day-to-day administrative support to ensure smooth project operations.
• Coordinate schedules, meetings, appointments, and project deadlines.
• Prepare, organize, and maintain project files, reports, logs, and documentation.
• Track action items and follow up with internal teams, vendors, and clients.
• Support project managers with administrative and operational tasks.
• Assist with data entry, spreadsheets, reporting, and status updates.
• Manage correspondence, emails, phone calls, and meeting notes.
• Help coordinate permits, contracts, compliance documents, and project records as needed.
• Process purchase orders, invoices, expense tracking, and other administrative paperwork.
• Monitor project timelines and escalates delays or issues for resolution.
• Coordinate logistics, materials, travel arrangements, and office support for project teams.
• Assist with onboarding vendors, subcontractors, or field personnel when required.
• Maintain accurate records and ensure documents are completed and submitted on time.
• Support cross-functional teams including operations, HR, legal, finance, and project staff as needed.
• Troubleshoot administrative issues and proactively identify solutions.
• Help improve processes, organize workflows, and support efficient project execution.
• Perform additional duties as assigned to support overall project success.

Skills

Organizational skills

Multitasking

Communication

Initiative

Independence

Prioritization

Tools

Microsoft Office

Excel

Word

Outlook

Job description

We are seeking a dynamic and highly organized Administrative Assistant to join our team! This vital role offers an exciting opportunity to support daily office operations, streamline administrative processes, and ensure a smooth workflow across departments. The ideal candidate will bring enthusiasm, excellent communication skills, and a proactive attitude to help us maintain an efficient and welcoming office environment. This position is perfect for someone eager to develop their administrative expertise while contributing to a collaborative team that values professionalism and growth.

Responsibilities

• Provide day-to-day administrative support to ensure smooth project operations.
• Serve as a reliable “go-to” resource willing to step in wherever support is needed, such as tasks required to keep projects moving forward.
• Coordinate schedules, meetings, appointments, and project deadlines.
• Prepare, organize, and maintain project files, reports, logs, and documentation.
• Track action items and follow up with internal teams, vendors, and clients.
• Support project managers with administrative and operational tasks.
• Assist with data entry, spreadsheets, reporting, and status updates.
• Manage correspondence, emails, phone calls, and meeting notes.
• Help coordinate permits, contracts, compliance documents, and project records as needed.
• Process purchase orders, invoices, expense tracking, and other administrative paperwork.
• Monitor project timelines and escalates delays or issues for resolution.
• Coordinate logistics, materials, travel arrangements, and office support for project teams.
• Assist with onboarding vendors, subcontractors, or field personnel when required.
• Maintain accurate records and ensure documents are completed and submitted on time.
• Support cross-functional teams including operations, HR, legal, finance, and project staff as needed.
• Troubleshoot administrative issues and proactively identify solutions.
• Help improve processes, organize workflows, and support efficient project execution.
• Perform additional duties as assigned to support overall project success.

Qualifications

• Strong organizational and multitasking skills.
• Ability to prioritize and manage multiple deadlines.
• Proficiency in Microsoft Office, especially Excel, Word, and Outlook.
• Strong communication and follow-up skills.
• Detail-oriented with problem-solving ability.
• Ability to work independently and take initiative.
• Flexible, hands-on mindset with willingness to assist in all aspects of project support.

Join us as an Administrative Assistant to be the backbone of our office operations! Your enthusiasm for organization combined with your technical skills will help us deliver outstanding support internally and externally. We value proactive team players who thrive on making processes smoother every day.