Administrative Assistant - II (USD)

Spectraforce Technologies, Inc.; Holtsville (NY); Hybrid; USD 42,000 - 54,000; Part time

Job summary

Spectraforce Technologies, Inc. is seeking an Administrative Assistant - II for a hybrid role in Madison, NY. The position supports the Multimedia & Design studio and the Communications Department, handling calendar coordination, travel, and day-to-day office operations.

The role emphasizes welcoming guest interactions, document prep, and cross-functional collaboration with employees, freelancers, vendors, and clients in a fast-paced environment.

Qualifications

• Administrative experience in a corporate or professional office environment.
• High School diploma or GED required; associate or bachelor’s degree preferred.
• Proficiency with Microsoft 365 apps (Outlook, Teams, Word, Excel, PowerPoint, Copilot).
• Comfortable learning new technologies and internal systems, including MediaPulse.
• Excellent organizational, written, and verbal communication skills.
• Strong customer service and interpersonal skills.
• Ability to multitask and manage multiple priorities.

Responsibilities

• Serve as the first point of contact for employees, clients, freelancers, vendors, and guests, providing a welcoming and professional experience while supporting the day-to-day operations of the studio.
• Provide primary coverage for the main studio phone line and visitor access, including greeting guests and assisting with entry into the studio.
• Maintain the appearance, organization, and readiness of the studio's shared spaces, including conference rooms, reception, pantry, and common areas; coordinate supplies and maintenance.
• Provide administrative support to Multimedia & Design leadership, including calendar coordination, travel arrangements, expense reports, document preparation, and meeting scheduling.
• Coordinate purchasing requests, monitor orders and deliveries, communicate status updates, and follow through until requests are completed.
• Receive and coordinate incoming and outgoing deliveries via UPS, FedEx, and messenger services.
• Support workflows through data entry and administrative support in MediaPulse and other internal systems.
• Assist with proofreading, formatting, and preparation of documents and presentations.
• Support Operations & Administration initiatives, special projects, team meetings, catered lunches, and other administrative tasks.

Skills

Administrative experience

Microsoft 365

Organizational skills

Communication skills

Customer service

Multitasking

Education

High School diploma or GED

Associate or bachelor's degree preferred

Tools

MediaPulse

Job description

Job Title: Administrative Assistant - II

Duration: 6 months

Location: Hybrid, Madison, New York, 10010

Shift Schedule: Mon/Fri (Remote) -Tues, Wed, Thurs (Onsite)

Shift Hours: 9am to 5pm

Interview: 1st interview virtual, 2nd interview onsite with \"2\" managers

Position Summary

• The Multimedia & Design team is seeking an Administrative Associate to provide operational and administrative support for our internal creative studio in Communications Department.


• This position plays an important role in creating a welcoming, organized, and responsive environment for employees, clients, freelancers, vendors, and guests visiting the studio, while supporting the team's day-to-day operations.

Principal Duties and Responsibilities

• Serve as the first point of contact for employees, clients, freelancers, vendors, and guests, providing a welcoming and professional experience while supporting the day-to-day operations of the studio.


• Provide primary coverage for the main studio phone line and visitor access, including greeting guests and assisting with entry into the studio.


• Maintain the appearance, organization, and readiness of the studio's shared spaces, including conference rooms, reception, pantry, and common areas. Coordinate office and studio supplies, catering, maintenance requests, and other operational needs to help ensure the studio is ready for daily operations, meetings, and client visits.


• Provide administrative support to Multimedia & Design leadership, including calendar coordination, travel arrangements, expense reports, document preparation, meeting scheduling, and other administrative support as needed.


• Coordinate purchasing requests, monitor orders and deliveries, communicate status updates, and follow through until requests are completed.


• Receive and coordinate incoming and outgoing deliveries, including UPS, FedEx, and messenger services.


• Support operational workflows through data entry and administrative support in MediaPulse and other internal business systems.


• Assist with proofreading, formatting, and preparation of documents and presentations as needed.


• Support Operations & Administration initiatives, special projects, team meetings, catered lunches, and other administrative assignments as needed.

Qualifications

• Administrative experience in a corporate or professional office environment.


• High School diploma or GED required. Associate or bachelor's degree preferred.


• Proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, and Copilot.


• Comfortable learning new technologies and internal business systems, including MediaPulse.


• Excellent organizational, written, and verbal communication skills.


• Strong customer service and interpersonal skills.


• Strong attention to detail with the ability to manage multiple priorities.


• Ability to work independently and collaboratively in a fast-paced environment.


• Professional, dependable, and committed to following through on assignments.

Preferred Qualifications

The following qualifications are helpful but not required:

• Experience working in a corporate communications, creative, multimedia, or production environment.


• Experience using Media Pulse.

Working Environment

• This position provides in-person operational support for the Multimedia & Design studio and requires a regular on-site presence during the team's scheduled in-office workdays.