Program Administrative Assistant

JB Management Inc.; City of Syracuse (NY); On-site; USD 38,000 - 52,000; Full time

Job summary

JB Management Inc. in Syracuse, NY is seeking a Program Administrative Assistant to handle in-processing, travel coordination, and data maintenance for compliance and reporting.

You will manage calendars, draft documents, assist onboarding, process expenses, and liaise with corporate staff to ensure smooth operations. A strong administrative background and proficiency with Microsoft 365 are essential, as is the ability to work independently and maintain confidentiality.

Qualifications

• 4+ years of administrative or office support experience.
• Strong written and verbal communication skills.
• Proficiency with Microsoft 365.
• Active clearance or ability to obtain a clearance.

Responsibilities

• Manage calendars, schedule meetings, and resolve conflicts.
• Answer and route phone calls, emails, and greet visitors professionally.
• Draft, proofread, file correspondence, reports, and internal documents.
• Maintain physical and digital filing systems.
• Coordinate travel arrangements and prepare itineraries.
• Support onboarding on new personnel (paperwork, equipment, access).
• Processing expense reports and basic bookkeeping.
• Interacting with corporate support staff

Skills

Admin experience

Communication

Time management

Multitasking

Independence

Education

High school diploma

Associate or Bachelor’s degree preferred

Tools

Microsoft 365

Job description

JB Management Inc.

Program Administrative Assistant

Location: Syracuse, NY

Position Summary:

• All local in-processing and administrative actions of employees
• Coordination and processing of employee travel requests
• Tracking of expenditures and financial obligations
• Maintenance of appropriate databases to ensure compliance with applicable guidelines
• Assist customer in data collection as needed
• Maintain employee training records
• Coordination with other corporate office support staff
• No travel required

Job Description:

• Manage calendars, schedule meetings, and resolve conflicts.
• Answer and route phone calls, emails, and greet visitors professionally
• Draft, proofread, file correspondence, reports, and internal documents.
• Maintain physical and digital filing systems.
• Coordinate travel arrangements and prepare itineraries.
• Support onboarding on new personnel (paperwork, equipment, access).
• Processing expense reports and basic bookkeeping.
• Interacting with corporate support staff

Skills:

• Proven Administrative experience
• Strong Communication and time-management skills
• Ability to multitask and meet changing deadlines
• Ability to work independently

Non-Essential Job Skills:

• Military Experience or experience working in a military environment is a plus

Qualifications/Certifications:

• High school diploma; associate/bachelor preferred.
• 4+ years administrative or office support experience.
• Strong written and verbal communication skills.
• Proficiency with Microsoft 365.
• Excellent time management and discretion with confidential information
• Active Clearance or the ability to obtain a clearance

Equal Employment Opportunity/M/F/disability/protected veteran status