Onsite Administrative Assistant - Front Desk & Exec Support

Zymtronix Catalytic Systems Inc; City of Ithaca (NY); On-site; USD 30,000 - 43,000; Full time

Job summary

We are seeking a highly organized Administrative Assistant to support the Office of the President in Ithaca, NY. The role includes front desk duties, calendar management, mail handling, and coordination of vendor payments. A strong emphasis on professionalism and confidentiality is required.

This temporary, full-time position runs about 39 hours per week for ~3 months, onsite on campus at Day Hall. An associate degree and 4–6 years of experience are preferred, with proficiency in Microsoft

Qualifications

• We are seeking a highly organized, professional, and collaborative team member who demonstrates strong attention to detail, adaptability, sound judgment, and a commitment to excellent service.
• Associate’s degree and 4–6 years of administrative support experience, preferably supporting an executive, or an equivalent combination of education and experience.
• Excellent interpersonal, oral communication, and customer service skills.
• Professional and diplomatic interaction with visitors and callers, even in challenging situations.
• Ability to navigate competing priorities in a fast-paced environment.
• Experience handling confidential and sensitive information with discretion and confidentiality.
• Independent judgment, initiative, problem-solving, and decision-making when interacting with constituents.
• Strong technology skills including Microsoft Office, Outlook, Teams, Qualtrics, Google Drive, and collaboration tools.
• Experience with procurement, vendor payments, and related administrative transactions.

Responsibilities

• Overseeing front-office operations and coverage, greeting guests, answering phones, monitoring calendars, and coordinating administrative support.
• Serving as liaison to the President’s Correspondence Manager, handling mail, inbox management, and outgoing correspondence tracking.
• Acting as office financial liaison to Shared Services Center, coordinating vendor payments, procurement of goods and services.

Skills

front desk operations

customer service

confidential information handling

initiative

professionalism

communication skills

team collaboration

proactive problem-solving

technological proficiency

Education

Associate degree

4–6 years administrative support experience

Tools

Microsoft Office

Outlook

Teams

Qualtrics

Google Drive

Job description

We are seeking a highly organized Administrative Assistant to support the Office of the President in Ithaca, NY. The role includes front desk duties, calendar management, mail handling, and coordination of vendor payments. A strong emphasis on professionalism and confidentiality is required.

This temporary, full-time position runs about 39 hours per week for ~3 months, onsite on campus at Day Hall. An associate degree and 4–6 years of experience are preferred, with proficiency in Microsoft