Administrative Manager

Phyton Talent Advisors; New York (NY); On-site; USD 50,000 - 80,000; Full time

Job summary

An established industry player is seeking an Administrative Manager to enhance the operational efficiency of their New York office. In this pivotal role, you will be the welcoming face of the Division of University Life, providing exceptional support to visitors and staff while managing key administrative tasks. Your responsibilities will include coordinating logistics for meetings, managing communications, and supporting the Senior AVP for Student Life. This position demands strong interpersonal skills, attention to detail, and the ability to juggle multiple priorities effectively. Join a dynamic environment where your contributions will support the university's mission and enhance the student experience.

Qualifications

• Bachelor’s degree and 4–6 years of relevant administrative experience.
• Strong interpersonal skills with a high level of discretion.

Responsibilities

• Serve as the front-facing representative for the Division of University Life.
• Provide confidential and detail-oriented executive support to the Senior AVP.

Skills

Interpersonal Skills

Verbal Communication

Written Communication

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Database Management

Organizational Skills

Attention to Detail

Education

Bachelor's Degree

Tools

Microsoft Office Suite

Job description

Our client a well known University is seeking an Administrative Manager in their New York, New York Location!

Key Responsibilities:

• Serve as the front-facing representative and primary receptionist for the Division of University Life, providing professional and welcoming support to visitors and staff.
• Maintain an organized and welcoming office environment, managing guest inquiries, tracking staff presence, and accepting deliveries.
• Provide confidential and detail-oriented executive support to the Senior AVP for Student Life, including calendar management and meeting preparation.
• Coordinate logistics and provide staffing support for committees led by the Senior AVP, including scheduling, agenda preparation, note-taking, and meeting setup.
• Ensure the Senior AVP is fully prepared for meetings and events by organizing relevant materials and briefings in advance.
• Regularly interact with students and senior university administrators; build and maintain productive relationships across departments.
• Manage office operations including supply ordering, facility maintenance requests, and upkeep of common areas such as reception, conference, and multipurpose rooms.
• Monitor and respond to emails and inquiries directed to general office inboxes, ensuring timely and accurate communication or referral.
• Collaborate with HR and Operations leadership to coordinate staff meetings, team-building events, and divisional gatherings.
• Prepare, process, and track business expenses and travel arrangements for the Senior AVP and department as needed.
• Assist with ad hoc projects and initiatives, contributing through research, analysis, coordination, and communication with key stakeholders.
• Support events organized by Student Life and/or University Life, including logistics, staffing, setup and breakdown, and coordination with internal and external partners.
• Perform other duties as assigned.

Minimum Qualifications:

• Bachelor’s degree and 4–6 years of relevant administrative experience.
• Strong interpersonal skills with a high level of discretion and professionalism in handling confidential information.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Word, Excel, PowerPoint, and experience working with databases.
• Proven ability to manage multiple priorities with accuracy, organization, and attention to detail.