Administrative Assistant, NY Office — Operations & Events

Ware Malcomb; New York (NY); On-site; USD 34,000 - 41,000; Full time

Job summary

Ware Malcomb seeks an Administrative Assistant in New York to support a collaborative and team-oriented environment. You will partner with Office Leaders to keep daily operations running smoothly, coordinate meetings and events, support client engagement, and foster an organized office for staff and visitors.

This fully onsite role runs Monday–Friday, 8:00 AM–5:00 PM, with opportunities to assist in proposals and marketing materials, while maintaining CRM data and contributing to reporting.

Qualifications

• Minimum of 3 years of administrative and/or business development experience.
• Proficiency with Microsoft Office and strong computer skills.
• Experience with Adobe Creative Suite and CRM platforms is a plus.
• Strong ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Maintain an organized and welcoming office environment and manage conference rooms.
• Support day-to-day office operations and partner with Office Leaders.
• Coordinate meetings and events, including logistics and catering.
• Manage mail, deliveries, and vendor communications.
• Support business development with market research and insights.
• Assist in proposals, presentations, and marketing materials; light editing.

Skills

Administrative experience

Business development support

Multitasking

Communication skills

Organizational skills

Tools

Microsoft Office

Adobe Creative Suite (InDesign, Photoshop)

HubSpot CRM

Job description

Ware Malcomb seeks an Administrative Assistant in New York to support a collaborative and team-oriented environment. You will partner with Office Leaders to keep daily operations running smoothly, coordinate meetings and events, support client engagement, and foster an organized office for staff and visitors.

This fully onsite role runs Monday–Friday, 8:00 AM–5:00 PM, with opportunities to assist in proposals and marketing materials, while maintaining CRM data and contributing to reporting.