Assistant

Alliance; New York (NY); On-site; USD 38,000 - 53,000; Full time

Benefits offered by this job

Health insurance

Paid time off

On-site work environment

Job summary

Alliance in Manhattan, NY is seeking an experienced Administrative Assistant to provide comprehensive support to the executive team. You will manage calendars, client communications, travel arrangements, and cross-team coordination in a fast-paced, on-site environment.

Key duties include prioritizing meetings, preparing correspondence, and ensuring confidential handling of sensitive information. The role requires 3–5 years of relevant experience, strong MS Office and Expensify skills, and a

Qualifications

• 3–5 years of experience as an Assistant or in a fast-paced environment.
• Strong organizational skills and ability to manage multiple tasks.
• Proficiency in Microsoft Office Suite and Expensify; tech-savvy; quick to learn new tools.

Responsibilities

• Manage CEO calendar, schedule meetings, and handle conflicts.
• Serve as point of contact for clients, maintain timely follow-up and relationships.
• Arrange detailed travel (flights, accommodations, itineraries) for the CEO.
• Support team coordination with clerical staff and monitor tasks.
• Prepare memos, presentations, expense reports, and emails.

Skills

Calendar management

Microsoft Office

Expensify

Organizational skills

Multitasking

Communication

Discretion/confidentiality

Customer service

Learning new tools

Tools

Microsoft Office Suite

Expensify

Job description

Location Manhattan, New York, United States Job Type FULL TIME Workplace ON SITE Department Corporate Experience 3-5 yrs Language English Contract Open-Ended

The Assistant will provide comprehensive administrative support to the executive team, managing calendars, client communication, travel arrangements, and team coordination. The role requires strong organizational and communication skills, proficiency in Microsoft Office and Expensify, and the ability to handle multiple tasks in a fast-paced environment. This position is on-site, Monday to Friday, supporting smooth office operations and various projects.

Responsibilities

• Calendar Management: Effectively manage the CEO’s calendar, including scheduling meetings, appointments, and events while prioritizing and handling conflicts as they arise.
• Client Communication: Act as the point of contact for clients, delivering correspondence, ensuring timely follow-up, and maintaining positive relationships. Consistent correspondence to maintain wine inventory.
• Travel Arrangements: Make detailed travel arrangements, including flights, accommodations, and itineraries for the CEO.
• Team Coordination: Assist in overseeing and coordinating tasks with other clerical and administrative staff as needed.
• Documentation and Reporting: Prepare, format, and proofread memos, presentations, expense reports, and emails for internal and external communication.

Requirements

• 3-5 years of experience as an Assistant or preferably in a fast-paced environment
• Strong organizational skills with the ability to manage multiple tasks simultaneously; Ability to work independently/multi-task in a fast-paced environment
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with Expensify
• Tech-savvy, with the ability to quickly learn and adapt to new tools and software
• Excellent proofreading skills with a keen eye for detail
• Strong customer service orientation with effective communication skills
• High level of discretion and confidentiality
• Ability to lift 30-50 lbs

Benefits & Compensation

Pay Rate USD 33 – 33

• Health insurance (inferred)
• Paid time off (inferred)
• On-site work environment