Administrative Assistant/Executive Assistant, Facilities

Synergy Interactive; New York (NY); On-site; USD 80,000 - 100,000; Full time

Job summary

An established industry player is seeking a highly organized Executive Assistant to enhance the workplace experience. This role involves supporting the Operations and Facilities Managers with a variety of administrative tasks, including managing expenses, coordinating workspace bookings, and providing front desk coverage. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional communication and multitasking abilities. Join a dynamic team where your contributions will ensure a seamless office experience for all employees, making a meaningful impact on workplace operations.

Qualifications

• Strong background in administrative support and multitasking.
• Detail-oriented with excellent communication skills.

Responsibilities

• Coordinate desk reservations and manage meeting spaces.
• Provide front desk coverage and handle inquiries.
• Assist with expense reporting and logistical support.

Skills

Administrative Support

Communication Skills

Time Management

Problem Solving

Education

High School Diploma

Associate Degree

Tools

Concur

Salesforce

Tango

Job description

Administrative Assistant/Executive Assistant, Facilities

This range is provided by Synergy Interactive. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$28.00/hr - $33.00/hr

The position will be in the facilities department but will primarily involve administrative duties such as managing expenses in Concur, tracking and responding to facilities requests in Salesforce, managing the room booking system Tango, covering reception, and other administrative tasks.

Position Overview

We are seeking a highly organized and detail-oriented Executive Assistant to support the workplace experience team. You will assist the Operations Manager and Facilities Manager with administrative tasks, workplace coordination, and event preparation to ensure a seamless office experience for all employees. This role is ideal for someone with a strong background in administrative support, excellent communication skills, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities:

1. Use workspace booking software to coordinate desk reservations and meeting spaces.
2. Serve as the helpdesk coordinator, field requests, and ensure timely resolution of issues.
3. Provide front desk coverage, answer phones, welcome guests, and manage the visitor system.
4. Respond to inquiries and manage the reception email inbox.
5. Schedule meetings and assist with calendar management.
6. Handle expense reporting and tracking for the team, ensuring timely and accurate submissions.
7. Provide logistical support, including drafting materials, signage, and instructional guides.
8. Draft and proofread documents such as presentations, correspondence, and reports.
9. Submit and track invoices and follow up with vendors as needed.
10. Assist in preparing the facility for events, workshops, and meetings.
11. Manage space reservations and update security lists.
12. Schedule and track preventative maintenance for office equipment and fixtures.
13. Create and manage employee security IDs, ensuring proper access levels.
14. Monitor workplace supplies and coordinate restocking through audits.
15. Support furniture inventory management and office reconfigurations.
16. Ensure safety standards are followed and assist with building security system testing.
17. Help prepare for emergency protocols, including fire safety and environmental compliance.
18. Contribute to ad-hoc projects and assignments as directed by managers.
19. Execute complex or confidential tasks independently, using sound judgment.
20. Represent and support the department/team effectively.
21. Learn the organizational structure to navigate work efficiently.