Administrative Assistant New York

InterSystems Corporation; New York (NY); On-site; USD 41,000 - 54,000; Full time

Job summary

InterSystems is seeking a highly organized full-time Administrative Assistant to join our team in New York City. The role focuses on managing office operations, supporting staff, and ensuring a productive, professional environment.

You will handle purchasing, onboarding, travel, expense processing, vendor management, filing, basic bookkeeping, HR support, and special projects, with proficiency in Microsoft Office.

Qualifications

• 3–5+ years of office administrative experience.
• Excellent organizational skills and ability to anticipate needs.
• Strong verbal and written communication skills.
• Flexible and able to handle diverse tasks and shifting priorities.
• Proficient in Microsoft Office Suite and related tools.
• Professionalism and proactive office support mindset.

Responsibilities

• Manage inventory and procurement of office supplies and equipment.
• Assist with onboarding and workspace organization for new hires.
• Coordinate events and travel, including hotels and flights.
• Process and track expenses for reimbursement and receipts.
• Oversee office vendors and facilities maintenance.
• Scan, organize, and distribute mail and manage digital files.
• Support HR-related tasks and coordinate trainings.
• Assist with special projects and software transition efforts.
• Create and edit documents in Word, Excel, PowerPoint, and PDF.
• Provide reception coverage as needed.

Skills

Office administration

Organization

Communication

Attention to detail

Tools

Microsoft Office Suite

Job description

With a passion for excellence and a focus on client success, InterSystems provides data management, strategic interoperability, and analytics platforms used in healthcare, financial services, government, and other industries. In selected countries, InterSystems also offers unified healthcare applications, based on its core technologies, that deliver on the promise of connected healthcare. Founded in 1978, InterSystems is a privately held company headquartered in Cambridge, Massachusetts (USA), with offices worldwide, and its products are used daily by millions of people in more than 100 countries. For more information, visit InterSystems.com.

We are seeking a highly organized and proactive full-time Administrative Assistant to join our team. The ideal candidate will have a strong administrative background and be adept at managing office operations, supporting staff, have excellent communication skills, be computer proficient, and have a strong sense of professionalism. This role is pivotal in maintaining an efficient and productive office environment.

Responsibilities:

• Manage inventory and procurement of office supplies, furniture, and computer equipment, ensuring a well-stocked and organized workspace.
• Assist with onboarding employees including ordering equipment and organizing workspaces.
• Coordinate events and travel, including hotel accommodations and flights, in-office meals, lunch and dinner reservations, and meeting arrangements.
• Assist in processing and tracking expenses for reimbursement including scanning receipts and categorizing expenses.
• Manage office vendors including maintenance, janitorial, and other service providers.
• Scan, organize, and distribute incoming mail; manage outgoing mail.
• Maintain and organize digital files and records, ensuring easy access and efficient data management.
• Perform bookkeeping tasks such as processing vendor bills, collecting vendor W-9s or other vendor information, communicating with vendors.
• Assist with HR-related administrative tasks, such as coordinating trainings and other employee-related activities.
• Support special projects including software transitions and data migration.
• Create, format, and edit Microsoft Word, Excel, PowerPoint, and/or PDF documents.
• Reception coverage as needed.

Qualifications:

• 3-5+ years of office administrative experience
• Excellent organizational skills
• Ability to proactively anticipate needs and identify issues
• Strong verbal and written communication skills
• Flexibility to handle a variety of tasks and adapt to changing priorities
• Proficient in Microsoft Office Suite

Employment:

• Full-time (37.5 hours per week) with competitive compensation.
• Five day on-site working location at our office

We are an equal-opportunity employer and do not discriminate because of race, color, religion, sex, national origin, ancestry, marital status, veteran status, age, disability, sexual orientation or gender identity or expression or any other legally protected category. InterSystems is an E-Verify Employer in the United States.

Per New York City's Pay Transparency Law InterSystems is providing the expected base salary for this role if employed in New York City.

NYC

$29.74 - $38.97 USD

About InterSystems

InterSystems, a creative data technology provider, delivers a unified foundation for next-generation applications for healthcare, finance, manufacturing, and supply chain customers in more than 80 countries. Our data platforms solve interoperability, speed, and scalability problems for large organizations around the globe to unlock the power of data and allow people to perceive data in imaginative ways. Established in 1978, InterSystems is committed to excellence through its 24×7 support for customers and partners around the world. Privately held and headquartered in Boston, Massachusetts, InterSystems has 38 offices in 28 countries worldwide. For more information, please visitInterSystems.com .

AI Disclaimer

InterSystems may use AI tools for its internal operations including administrative tasks during recruitment (e.g., organizing candidate information). InterSystems' approach to AI is guided by the InterSystems Responsible AI Guidelines. AI is not used to make or influence hiring decisions. All decisions are made by InterSystems employees.

Candidates may use AI for CV or interview preparation, provided materials are truthful and reflect their own experience. AI tools and third-party transcription services must not be used during interviews or assessments.