Administrative Assistant — Office & Ops Support

intersystems; New York (NY); On-site; USD 58,000 - 76,000; Full time

Job summary

InterSystems is seeking a detail-oriented office administrator to support a fast-paced, high-visibility environment in New York City. You will manage supplies, onboarding, travel logistics, and vendor relations while contributing to efficient data handling and recordkeeping.

The role emphasizes proactive problem solving, clear communication, and the ability to adapt to changing priorities. This full-time on-site position offers steady, collaborative work with cross-functional teams.

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.

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.

Skills

Office administration

Organizational skills

Communication skills

Attention to detail

Adaptability

Tools

Microsoft Office Suite

Job description

InterSystems is seeking a detail-oriented office administrator to support a fast-paced, high-visibility environment in New York City. You will manage supplies, onboarding, travel logistics, and vendor relations while contributing to efficient data handling and recordkeeping.

The role emphasizes proactive problem solving, clear communication, and the ability to adapt to changing priorities. This full-time on-site position offers steady, collaborative work with cross-functional teams.