Administrative Assistant - Administrative & Clerical - Analysts

MassGenics, Inc.; New York, Northern (NY, KY); Hybrid; USD 41,000 - 48,000; Full time

Benefits offered by this job

Referral bonus

Medical insurance

401(k)

Job summary

Innova Solutions is seeking an Administrative Assistant for a 12-month contract in New York, NY. The role involves dynamic administrative support across teams, calendar management across time zones, and handling travel logistics and expense processes.

You will work onsite in New York, coordinating meetings, maintaining confidential information, and ensuring compliance. Strong MS Office and communication skills are essential, with experience supporting executives in complex environments.

Qualifications

• Experience as an Administrative Assistant supporting executives in a complex environment.
• Comfortable operating across multiple teams / executives as needed.
• Excellent interpersonal skills and teamwork; ability and willingness to work collaboratively amongst assistant team based both locally and globally.
• Calm under pressure, can prioritize and handle multiple tasks efficiently and effectively in a busy environment.
• Requires excellent interpersonal and communication skills, both written & verbal.
• Extreme attention to detail and organizational skills, with ability to prioritize tasks during high volumes.
• Pro-active problem solver and independent thinker; ability to follow-up as often as necessary.
• Highest degree of integrity, professionalism, and diplomacy is required.
• Strong proficiency in MS Word, Excel, PowerPoint, Outlook, and Zoom is required.
• Familiar with travel & expense platforms such as SAP Concur or AMEX Global Travel

Responsibilities

• Provide dynamic administrative support across varying teams and cover where necessary in a team-oriented environment.
• Proactively manage calendars across multiple time zones and coordinate complex meetings and video conferences.
• Handle a high volume of incoming calls and messages with professionalism.
• Coordinate travel arrangements and provide travel logistics & itinerary support.
• Process expense reports in a timely manner for coverage assignments.
• Arrange internal and client meetings on and off campus and manage conference services.
• Perform general administrative duties including copying, scanning, mailing, and archiving.
• Maintain confidentiality of highly sensitive client information.
• Act as an integral team member, aware of current priorities and support needs.
• Adhere to compliance regulations and obtain necessary approvals.

Skills

Calendar management

Executive support

Travel coordination

Communication

MS Office

Tools

SAP Concur

AMEX Global Travel

Zoom

Outlook

Excel

Job description

Administrative Assistant - Administrative & Clerical

Job ID: 1025032 New York , New York Job Type: Contract Added - 2 days ago

Job Description

A client of Innova Solutions is immediately hiring for an Administrative Assistant.

Position type: Full-time, Contract

Duration: 12 Months

Location: New York, NY (Onsite)

As an Administrative Assistant you will:

Job Description :

• Flexibility to provide dynamic administrative support varying teams and cover where necessary in a team-oriented environment
• Proactive and detailed calendar management across multiple time zones, prioritize meeting requests, including coordination of complex meetings and phone/video conference calls for those within the coverage assignment
• Manage a high volume of incoming phone calls; take detailed and accurate messages while interacting with high level business leaders and clients in a professional manner
• Coordinate travel arrangements as required and provide travel logistics & itinerary support
• Process expense reports in a timely manner for those within the coverage assignment
• Arrange internal and client meetings on and off the company campus - working with local conference services to book conference rooms and catering, register guests, ensure materials organized
• Perform general administrative duties including but not limited to copying, scanning, mailing, archiving and other ad hoc projects as requested
• Handles highly confidential and sensitive client information with utmost discretion
• Act as an integral member of the team; maintaining a high level of awareness of current priorities and support required
• Adhere to Compliance regulations and gain the relevant approvals.

Skills & Qualifications Required:

• Experience as an Administrative Assistant supporting executives in a complex environment, preferably in financial services, private sector, or government
• Comfortable operating in a dynamic environment working across multiple different teams / executives as needed.
• Excellent interpersonal skills and teamwork; ability and willingness to work collaboratively amongst assistant team based both locally and globally
• Calm under pressure, can prioritize and handle multiple tasks efficiently and effectively in a busy environment
• Requires excellent interpersonal and communication skills, both written & verbal. Ability to display a consistent, professional degree of communication.
• Extreme attention to detail and organizational skills, with ability to prioritize tasks during high volumes.
• Quick learner and self-starter with excellent anticipation skills.
• Pro-active problem solver and independent thinker; ability to follow-up as often as necessary.
• Highest degree of integrity, professionalism, and diplomacy is required.
• Strong proficiency in MS Word, Excel, PowerPoint, Outlook, and Zoom is required.
• Familiar with travel & expense platforms such as SAP Concur or AMEX Global Business Travel
• Supportive team player with a positive attitude.

This position is only open to applicants who can be engaged on a W-2 basis. 1099 contractors and Corp-to-Corp arrangements will not be considered for this position.

REFERRAL PROGRAM:

This position qualifies for a Referral Bonus amount of $250-$1000 dollars.

PAY RANGE AND BENEFITS:

Pay Range*: $30 - $35 per hour

*Pay range offered to a successful candidate will be based on several factors, including the candidate's education, work experience, work location, specific job duties, certifications, etc.

Benefits: Innova Solutions offers benefits( based on eligibility) that include the following: Medical & pharmacy coverage, Dental/vision insurance, 401(k), Health saving account (HSA) and Flexible spending account (FSA), Life Insurance, Pet Insurance, Short term and Long term Disability, Accident & Critical illness coverage, Pre-paid legal & ID theft protection, Sick time, and other types of paid leaves (as required by law), Employee Assistance Program (EAP).

ABOUT INNOVA SOLUTIONS: Founded in 1998 and headquartered in Atlanta, Georgia, Innova Solutions employs approximately 50,000 professionals worldwide and reports an annual revenue approaching $3 Billion. Through our global delivery centers across North America, Asia, and Europe, we deliver strategic technology and business transformation solutions to our clients, enabling them to operate as leaders within their fields.

Recent Recognitions:

• Named One of America’s Best Employers for New Grads by Forbes (2024)
• Named One of the Best Companies to Work for by U.S. News & World Report (Private Companies List, 2024-2025)
• One of the Largest IT Staffing Firms in the US – Ranked #3 by Staffing Industry Analysts (SIA, 2024)
• One of the Largest Staffing Firms in the US – Ranked #13 by Staffing Industry Analysts (SIA, 2024; includes Innova Solutions, Volt, & HireGenics)
• Named One of the Top Ten Private Companies in Atlanta by the Atlanta Business Chronicle (2023)
• One of the Largest Certified Minority Business Enterprises (MBEs) in the United States (NMSDC, 2024)
• AWS Advanced Tier Services Partner with 100+ certifications

Website: https://www.innovasolutions.com/

Innova Solutions is an Equal Opportunity Employer and prohibits any kind of unlawful discrimination and harassment. Innova Solutions is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment on the basis of race, color, religion or belief, national origin, citizenship, social or ethnic origin, sex, age, physical or mental disability, veteran status, marital status, domestic partner status, sexual orientation, or any other status protected by the statutes, rules, and regulations in the locations where it operates. If you are an individual with a disability and need a reasonable accommodation to assist with your job search or application for employment, please contact us at [e-mail] or [phone]. Please indicate the specifics of the assistance needed. Innova Solutions encourages all interested and qualified candidates to apply for employment opportunities. Innova Solutions (HireGenics/Volt) does not discriminate against applicants based on citizenship status, immigration status, or national origin, in accordance with 8 U.S.C. § 1324b. The company will consider for employment qualified applicants with arrest and conviction records in a manner that complies with the San Francisco Fair Chance Ordinance, the Los Angeles Fair Chance Initiative for Hiring Ordinance, and other applicable laws.

By applying for this job, I agree to receive calls and emails (including automated or AI-generated calls or emails) from Innova Solutions, Inc. and its identified recruiting partners regarding this job and future recruiting and job-placement opportunities. I understand that my consent is not a condition of employment or services, and that I may revoke my consent at any time by following the Opt Out Instructions. I confirm that I have read and agree to the Terms of Service and acknowledge that I have received and reviewed the Privacy Notice.

Job ID: 1025032 New York , New York Job Type: Contract Added - 2 days ago