Administrative Assistant – Scheduling & Office Ops

AEG Worldwide; New York (NY); On-site; USD 29,000 - 43,000; Full time

Job summary

AEG is seeking an Administrative Assistant to support their department with general administrative duties in New York. Responsibilities include document preparation, scheduling, correspondence, and expense processing. You will help maintain files, coordinate communications, and assist with payroll and vendor setup as needed.

Strong written/verbal communication, ability to work independently and in a team, and proficiency in Microsoft Office are required. 0-2 years experience preferred.

Qualifications

• High School Diploma or equivalent required.
• 0-2 years of office administration work experience.
• Strong written and verbal communication skills.
• Ability to work independently and as part of a team.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook); ability to learn required business systems.
• Strong interpersonal and organizational skills.
• Ability to prioritize and multi-task to meet deadlines.

Responsibilities

• General administrative support activities including preparing documents and presentations, processing incoming and outgoing correspondence, scheduling appointments, sending meeting notices, and maintaining electronic and hard files.
• Provide general office support including coordinating inter-office communications, fielding phone inquiries, mail coordination, ordering of office supplies, operation and maintenance of office equipment and office building, and sending/receiving shipments.
• Manage and maintain supervisor’s calendar, and make travel arrangements when necessary. May submit and code expenses.
• Prepare and submit purchase orders, check requests and expense reports as needed. May be responsible for the creation of sponsorship invoices and the coding and posting of payables.
• Establish and maintain filing systems, contact lists and other databases.
• Support Manager, Sponsorships and PR Specialist with any ad hoc projects.
• Setup of vendor files and the tracking of payment processing.
• Maybe responsible for preparing payroll, assisting in month end and processing charge backs and credit card inquiries.
• Other duties and special projects as assigned.

Skills

Office administration

Communication skills

Microsoft Office

Time management

Teamwork

Education

High School Diploma or equivalent

Tools

Microsoft Office Suite

Job description

AEG is seeking an Administrative Assistant to support their department with general administrative duties in New York. Responsibilities include document preparation, scheduling, correspondence, and expense processing. You will help maintain files, coordinate communications, and assist with payroll and vendor setup as needed.

Strong written/verbal communication, ability to work independently and in a team, and proficiency in Microsoft Office are required. 0-2 years experience preferred.