Executive Assistant - MIH

Ambient Enterprises; New York (NY); On-site; USD 73,000 - 88,000; Full time

Job summary

MIH Systems Group in New York, NY is seeking an Administrator to support back-office and executive operations across our New York business lines. This broad, hands-on role combines HR/payroll administration, customer and billing support, travel logistics, and direct executive assistant support to the Vice President and Operations Director.

The position emphasizes coordination over ownership, with payroll data submission, COI requests, scheduling, and cross-unit communications.

Qualifications

• 2+ years of administrative or coordinator experience.
• Ability to handle confidential financial and personnel data with discretion.
• Strong organizational skills and ability to manage competing priorities.
• Experience with CRM/Dynamics 365 and Microsoft Office a plus.
• Excellent written and verbal communication skills.

Responsibilities

• Submit payroll data on behalf of staff each cycle.
• Serve as the point of contact between the team and payroll provider.
• Request COIs from the broker for projects, vendors, and contracts.
• Track COI requests through to completion and maintain records.
• Collect client information (W-9) and set up in systems.
• Support billing and invoicing workflows; assist AR follow-up.
• Coordinate scheduling and logistics for field engineers and leadership travel.
• Provide executive support to VP and Operations Director, including calendar management.
• Assist with document preparation and light project coordination.
• Serve as central administrative point of contact across units.
• Handle administrative projects as priorities shift.

Skills

Administrative experience

Discretion with confidential data

Organizational skills

Communication skills

Tools

Dynamics 365

CRM systems

Microsoft Office 365

Job description

MIH Systems Group is hiring an Administrator to support back-office and executive operations across our New York business lines. This is a broad, hands on role combining HR/payroll administration, customer and billing support, travel logistics, and direct executive assistant support to the Vice President and Operations Director. It's well-suited to someone who is detail-obsessed, comfortable handling sensitive financial and personnel information, and energized by supporting multiple business lines at once rather than a single narrow function.

This role is a coordination/conduit function, not a decision-owning one: the Administrator submits payroll, requests COIs, and routes customer paperwork, rather than administering payroll or the insurance program itself. That keeps the required seniority consistent across the role's responsibilities — this should be priced and titled as a coordinator-level position, not an HR/benefits-specialist role.

Key Responsibilities

• Submit payroll data on behalf of staff each cycle (manual process until automated)
• Serve as the point of contact between the team and payroll provider, ensuring timely and accurate submission
• Request certificates of insurance (COIs) from the broker for projects, vendors, and contracts as needed
• Track COI requests through to completion and maintain records for project files
• Collect client information (W-9), and set up them up in our business systems
• Support billing and invoicing workflows; assist with accounts receivable follow-up as needed
• Coordinate scheduling and logistics for field engineers and leadership travel
• Provide direct administrative support to the Vice President and Operations Director, including calendar management, correspondence, and task follow-up
• Assist with document preparation and light project coordination as needed
• Serve as a central administrative point of contact across business units
• Handle administrative projects as priorities shift across business lines

Qualifications

• 2+ years of administrative or coordinator experience; exposure to payroll submission, insurance/COI requests, or customer onboarding processes a plus (not required to have owned these functions)
• Comfortable handling confidential financial and personnel data with discretion
• Strong follow-through — this role is a conduit between the team and outside parties (payroll provider, insurance broker, customers), so nothing can fall through the cracks
• Strong organizational skills and ability to manage competing priorities across multiple business units
• Knowledge of HVAC/Construction background is preferred
• Experience with Dynamic365, CRM systems, or similar business platforms a plus
• Proficiency with Microsoft Office / Microsoft 365
• Excellent written and verbal communication skills
• Ability to work on-site in New York, NY

Estimated Salary: $73,000 - $88,000 annually with flexibility based on experience and skills.

MIH Systems Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local law.