Executive Admin & Calendar Maestro — Onsite NYC

MassGenics, Inc.; New York, Northern (NY, KY); Hybrid; USD 41,000 - 48,000; Full time

Benefits offered by this job

Referral bonus

Medical insurance

401(k)

Job summary

Innova Solutions is seeking an Administrative Assistant for a 12-month contract in New York, NY. The role involves dynamic administrative support across teams, calendar management across time zones, and handling travel logistics and expense processes.

You will work onsite in New York, coordinating meetings, maintaining confidential information, and ensuring compliance. Strong MS Office and communication skills are essential, with experience supporting executives in complex environments.

Qualifications

• Experience as an Administrative Assistant supporting executives in a complex environment.
• Comfortable operating across multiple teams / executives as needed.
• Excellent interpersonal skills and teamwork; ability and willingness to work collaboratively amongst assistant team based both locally and globally.
• Calm under pressure, can prioritize and handle multiple tasks efficiently and effectively in a busy environment.
• Requires excellent interpersonal and communication skills, both written & verbal.
• Extreme attention to detail and organizational skills, with ability to prioritize tasks during high volumes.
• Pro-active problem solver and independent thinker; ability to follow-up as often as necessary.
• Highest degree of integrity, professionalism, and diplomacy is required.
• Strong proficiency in MS Word, Excel, PowerPoint, Outlook, and Zoom is required.
• Familiar with travel & expense platforms such as SAP Concur or AMEX Global Travel

Responsibilities

• Provide dynamic administrative support across varying teams and cover where necessary in a team-oriented environment.
• Proactively manage calendars across multiple time zones and coordinate complex meetings and video conferences.
• Handle a high volume of incoming calls and messages with professionalism.
• Coordinate travel arrangements and provide travel logistics & itinerary support.
• Process expense reports in a timely manner for coverage assignments.
• Arrange internal and client meetings on and off campus and manage conference services.
• Perform general administrative duties including copying, scanning, mailing, and archiving.
• Maintain confidentiality of highly sensitive client information.
• Act as an integral team member, aware of current priorities and support needs.
• Adhere to compliance regulations and obtain necessary approvals.

Skills

Calendar management

Executive support

Travel coordination

Communication

MS Office

Tools

SAP Concur

AMEX Global Travel

Zoom

Outlook

Excel

Job description

Innova Solutions is seeking an Administrative Assistant for a 12-month contract in New York, NY. The role involves dynamic administrative support across teams, calendar management across time zones, and handling travel logistics and expense processes.

You will work onsite in New York, coordinating meetings, maintaining confidential information, and ensuring compliance. Strong MS Office and communication skills are essential, with experience supporting executives in complex environments.