Temporary Personal Assistant

Career Group; New York (NY); Hybrid; USD 28,000 - 36,000; Full time

Job summary

Career Group is seeking a Temporary Personal/Administrative Assistant in Midtown East, NYC. The role supports day-to-day operations by coordinating meetings, handling communications, and maintaining confidential records.

The position starts ASAP for about 6 months with potential extension. Onsite with occasional hybrid work, 8:30am–5pm, Monday–Friday. You will assist with travel and event planning and manage invoices and supplies.

Qualifications

• Ability to utilize discretion and maintain confidentiality.
• Fluent in Microsoft Office, Word, Excel and Outlook.
• Expediency and accuracy of work product.
• Strong interpersonal skills and communication at all levels.
• Excellent organizational and multitasking abilities.
• Very strong follow-up and detail-oriented skills.
• Ability to work independently with minimal supervision.
• Excellent judgment and problem-solving abilities.

Responsibilities

• Act as a first point of contact for colleagues, clients and visitors.
• Greet visitors and prepare meeting space.
• Answer phone calls, respond to emails and direct inquiries.
• Manage confidential and sensitive information.
• Coordinate and schedule meetings across multiple calendars.
• Coordinate breakfasts, lunches, and dinners during the week.
• Prepare meeting materials and distribute documents.
• Manage videoconferencing equipment and links.
• Assist with travel arrangements (transportation, hotel, dining).
• Help plan events and coordinate logistics.
• Distribute emails, memos, letters and reports.
• Process incoming/outgoing mail, packages and emails.
• Maintain organized confidential filing systems (physical and electronic).
• Process invoices, receipts and expense reports for Chairman/Driver/Team Members.
• Monitor office supplies and reorder materials as needed.

Skills

Discretion & confidentiality

MS Office (Word/Excel/Outlook)

Multitasking

Communication skills

Organization

Attention to detail

Independent work

Judgment & problem-solving

Tools

MS Office Suite

Job description

Our client, a high net worth private individual, is looking for a Temporary Personal/Administrative Assistant.

This individual will work closely with a team to ensure seamless day-to-day operations.

This position starts asap and will last for about 6 months, with potential to extend.

Location

Midtown East

Hours

8:30am – 5pm, Monday to Friday

Fully Onsite, opportunity for hybrid work at times

Responsibilities

• Act as a first point of contact for colleagues, clients and visitors
• Greet visitors, prepare meeting space
• Answer phone calls, respond to emails and direct enquiries to the right person
• Manage confidential and sensitive information
• Coordinate and schedule business and personal meetings, avoiding conflicts across multiple calendars
• Coordinate breakfast, lunch, and dinner during the week
• Prepare meeting materials
• Manage videoconferencing equipment and links
• Help with travel arrangements, including booking transportation, hotel and dining arrangements
• Assist with planning events
• Distribute emails, memos, letters, and reports
• Manage incoming/outgoing mail, packages, and emails
• Maintain organized, confidential physical and electronic filing systems
• Process invoices, receipts and expense reports for Chairman / Driver / Team Members
• Monitor office supply levels, and reorder materials as needed. Order office supplies for other team members in office

Qualifications

• Ability to utilize discretion and maintain confidentiality is required.
• Must be fluent in Microsoft Office, Word, Excel and Outlook.
• Expediency and accuracy of work product imperative.
• Strong interpersonal skills and ability to communicate effectively with others at all levels, withexcellent home manners.
• Excellent organizations skills and demonstrated ability to multitask a must.
• Very strong follow-up and detail-oriented skills.
• Must have ability to work independently with little or no supervision or guidance.
• Excellent judgment and problem-solving abilities.