Administrative Assistant Part-Time

VisualDx; City of Rochester (NY); On-site; USD 28,000 - 34,000; Full time

Job summary

VisualDx in Rochester, NY seeks an Administrative Assistant to oversee day-to-day office operations, records management, and executive support. The role is in-office Tuesday through Thursday with occasional events or business needs.

You will coordinate contracts, support governance tasks, manage office logistics, and assist leadership while maintaining confidentiality and delivering a welcoming workplace.

Qualifications

• Experience in office administration, workplace coordination, or a similar role.
• Strong organizational skills and attention to detail.
• Clear, professional communication skills.
• Comfortable managing multiple priorities independently.
• Service-oriented mindset with a focus on employee experience.
• Ability to maintain confidentiality when handling sensitive corporate, financial, legal, and personnel information.
• Experience supporting executive leadership or corporate governance functions, such as board or shareholder meeting minutes.
• Familiarity with records management, contract administration, or compliance platforms (e.g., Iron Mountain).

Responsibilities

• Coordinate and manage company records, including document scanning and NDA tracking.
• Purchase and manage office supplies; monitor inventory and vendor relations.
• Support VP of Finance with meeting minutes and board communications.
• Assist CEO with administrative tasks and accounts receivable follow-up.
• Plan and support in-office and remote employee gatherings and events.
• Coordinate business travel arrangements and itineraries for staff.
• Serve as primary liaison with landlord and office vendors.
• Ensure office spaces are organized, functional, and ready for use.

Skills

Organizational skills

Communication

Confidentiality

Multitasking

Tools

Iron Mountain

Job description

Description

We're looking for someone who thrives on being the person who makes things run, from coordinating contracts to the coffee in the kitchen. This is a role built on trust, and it comes with real ownership.

The Administrative Assistant ensures the smooth day-to-day operation of the office and helps create a welcoming, well-run workplace experience for employees and visitors. This role manages office supplies and logistics, serves as a primary point of contact for office vendors, supports company records and contract administration, provides administrative support to leadership, and supports events and workplace experience. This is an in-office role in Rochester, NY, Tuesday-Thursday, with occasional flexibility to support events or business needs.

Records & Contract Management

• Manage company records, including coordination with Iron Mountain, document scanning, and secure document destruction.
• Support long-term records projects, including ongoing scanning initiatives.
• Coordinate consultant and contractor agreements, including drafting support, routing for signatures, and maintaining documentation.
• Route, record, file, and track expiration dates for Non-Disclosure Agreements (NDAs).
• Monitor system access levels in coordination with NDA status and confidentiality requirements.

Office Operations

• Purchase and manage office supplies, including coffee and general workplace materials.
• Monitor inventory and proactively restock as needed.
• Check, sort, and distribute incoming mail.
• Serve as the primary point of contact for office projects.
• Act as the primary liaison with the landlord for office-related concerns.
• Coordinate and track vendor contracts, including renewal and expiration dates

Administrative & Corporate Governance Support

• Support the VP of Finance with administrative tasks, including documenting Board of Directors and shareholder meeting minutes and tracking related communications and responses.
• Prepare and process stock option paperwork.
• Support the CEO with administrative tasks as requested.
• Assist with accounts receivable follow-up, including invoice tracking and follow-up communications.

Events & Workplace Experience

• Plan and support in-office events, meetings, and remote and in-person employee gatherings.
• Set up and break down spaces as needed, including yoga and wellness sessions.
• Ensure shared spaces are organized, functional, and ready for use.

Travel & Logistics

• Coordinate and book business travel arrangements for staff, including flights and hotel accommodations, ensuring accuracy, timeliness, and alignment with company travel guidelines.
• Serve as a point of contact for employee travel needs, managing itineraries, confirmations, and changes as needed to support a smooth travel experience.
• Other duties as assigned.

Schedule & Location

• In-office Tuesday through Thursday.
• Occasional flexibility may be needed to support events or business needs.

The salary range for the Administrative Assistant position is $20.00 to $25.00 per hour. VisualDx is committed to pay transparency. Actual salary will be determined by work experience and educational background.

Requirements

Essential Qualifications

• Experience in office administration, workplace coordination, or a similar role.
• Strong organizational skills and attention to detail.
• Clear, professional communication skills.
• Comfortable managing multiple priorities independently.
• Service-oriented mindset with a focus on employee experience.
• Ability to maintain confidentiality when handling sensitive corporate, financial, legal, and personnel information.

Preferred Qualifications

• Experience supporting executive leadership or corporate governance functions, such as board or shareholder meeting minutes.
• Familiarity with records management, contract administration, or compliance platforms (e.g., Iron Mountain).

Physical Requirements

• Regularly required to talk and hear.
• Frequently required to use hands and fingers and reach with hands and arms.
• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 25 pounds at times.