Program Operations & Administrative Assistant

JB Management, Inc.; City of Syracuse (NY); Hybrid; USD 50,000 - 55,000; Full time

Job summary

JB Management, Inc. seeks a Program Administrative Assistant in New York to handle wide-ranging in-office tasks and support program operations. The role requires strong communication, calendar management, and file maintenance, with exposure to military environments considered a plus.

The position is full-time and based in New York, offering opportunities to coordinate travel, onboarding, and expense processing while maintaining confidential information securely.

Qualifications

• Requires strong written and verbal communication.
• Demonstrates excellent time management and discretion with confidential information.
• Ability to multitask and adapt to changing deadlines.
• Proficient with Microsoft 365 suite and office software.
• Military experience is a plus, and active clearance or ability to obtain one is preferred.

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 of new personnel (paperwork, equipment, access).
• Process expense reports and basic bookkeeping.
• Collaborate with corporate office support staff.

Skills

Communication

Time Management

Multitasking

Independent Work

Military Experience

Education

High School Diploma

Associate/Bachelor preferred

Tools

Microsoft 365

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Program Administrative Assistant

Full-time New York

30+ days ago Requisition ID: 1192

Salary Range: $50,000.00 To $55,000.00 Annually

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

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:

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