38 results for Administrative Assistant in Melville, NY

Administrative Assistant We are seeking a highly organized and detail-oriented Administrative Assistant. The Administrative Assistant will play a critical role in ensuring the efficient day-to-day operations of the office. This position is ideal for a proactive individual who thrives in a fast-paced environment and enjoys handling a variety of tasks. The role involves supporting management and staff through administrative duties, office coordination, and effective communication. Key Responsibilities:<ul><li>General Administrative Support: Assist with day-to-day office operations, including managing schedules, preparing reports, and handling correspondence.</li><li>Calendar Management: Schedule appointments, meetings, and events, ensuring accurate coordination between team members.</li><li>Document Preparation: Create, edit, and distribute documents, such as memos, presentations, and spreadsheets using Microsoft 365 tools </li><li>Data Management: Maintain and update databases and CRM systems with accurate and up-to-date information </li><li>Office Organization: Maintain a clean, organized, and well-stocked office environment, including tracking inventory and ordering supplies as needed.</li><li>Collaborative Team Effort: Work closely with team members in professional industries like business services, education, healthcare, and technology to achieve shared goals </li></ul>

Administrative Assistant We are looking for an organized and proactive Administrative Assistant to join our team. This is a long-term contract position where you will play a vital role in ensuring the smooth operation of daily office activities. The ideal candidate will have strong multitasking abilities and a commitment to delivering excellent support across various administrative functions. Responsibilities:• Serve as the first point of contact by welcoming visitors and managing front desk duties.• Coordinate office operations, ensuring supplies are ordered and replenished as needed.• Restock and maintain the organization of shared spaces, including the kitchen.• Handle the mailing and processing of invoices with accuracy and timeliness.• Provide administrative support to the accounting team, including assisting with invoice management.• Perform general administrative tasks, such as data entry and scheduling.• Respond to inquiries via email and phone, maintaining a meticulous and helpful demeanor.• Use Microsoft Office tools to create and edit documents, presentations, and spreadsheets

legal administrative assistant Our client, a boutique/midsized law firm, is seeking to add a Legal Administrative Assistant to their office in Melville, New York. This role will be supporting 4 partners and 1 associate, and entails managing legal documents, assisting with PowerPoint presentations, and utilizing specific software to ensure efficient administrative support. ABOUT: Melville, NY Law firm is seeking a full-time Legal Administrative Assistant with 3+ years experience in Labor & Employment Law or Litigation. The ideal candidate is smart, highly motivated, has excellent attention to detail, a self-starter, a strong work ethic and is looking to be part of a collaborative team in a fast-paced working environment.

Administrative Assistant We are offering a permanent employment opportunity for an Administrative Assistant in Westhampton, New York. This role is primarily focused on administrative tasks within a local industry. The workplace is dynamic and requires a detail-oriented individual capable of handling customer inquiries, maintaining records, and processing applications. Responsibilities: • Handling inbound and outbound calls, catering to customer inquiries in a timely and efficient manner. • Ensuring accurate and efficient data entry for customer credit applications. • Maintaining comprehensive customer credit records, ensuring data accuracy and confidentiality. • Scheduling appointments, ensuring a smooth and organized flow of operations. • Assisting in the greeting and mingling of clients during catered events, providing necessary information and guidance. • Utilizing Microsoft Office Suite (Excel, Outlook, PowerPoint, Word) for various administrative tasks. • Assisting in the preparation for grand openings, contributing to the overall success of the event. • Maintaining regular email correspondence with clients, providing updates, and addressing queries. • Monitoring customer accounts, identifying issues, and taking necessary actions. • Understanding the product range to better assist customers and schedule appointments accordingly.

Administrative Assistant We are seeking an Administrative Assistant to join our team in the environmental climate control industry, based in Wallington, New Jersey. The role involves a variety of administrative tasks that support our team's efficiency and organization. This is a contract to permanent employment opportunity. Responsibilities: • Managing inbound and outbound calls to ensure smooth communication within the organization • Providing excellent customer service by resolving inquiries and concerns • Data entry tasks to maintain accurate records • Handling email correspondence to facilitate internal and external communication • Scheduling appointments to ensure the smooth running of the organization • Drafting emails with a detail oriented tone and accuracy • Generating PDFs as per the organization's requirements • Utilizing Microsoft Office Suite (Excel, Outlook, PowerPoint, Word) for various administrative tasks as needed.

Office Assistant Office AssistantDirect-Hire / Permanent positionRobert Half contact: Drew.Schroll@RobertHalf com. Work Model - fully onsite, in-office role Robert Half has partnered with a valued client in the construction industry in their search of an Office Assistant to join their office staff. Reporting to the CFO, the Office Assistant will handle assist with a variety of accounting and administrative responsibilities as needed throughout the office. Ideal candidates will have current office/invoicing experience and be proficient with various computer software programs. Responsibilities: · Office administrative functions - supply ordering, scheduling appointments, documentation· Assist with billing and invoicing· Assist with payroll· Assist with preparing documents and scanning for signatures, etc. · Other responsibilities as needed Our client has a very strong health insurance package, 401k match, and paid time off for all employees. They have a great leadership team and strong tenure within the Accounting Department for you to be able to learn and grow from! For immediate consideration, please apply today and/or email your resume to Drew.Schroll@RobertHalf com.

Sr. Legal Administrative Assistant We are in search of a Legal Administrator (Trusts & Estates) to join our team operating in the legal industry in Garden City, New York. This role involves meticulous record-keeping, customer interaction, and monitoring customer accounts. Responsibilities: • Accurately and efficiently handle customer credit applications• Keep precise records of customer credit• Resolve customer inquiries and provide outstanding customer service• Regularly monitor customer accounts and take necessary action• Assist in preparing Supreme Court and Surrogate Court documents, motions, briefs, affidavits, affirmations, litigation backs, and more• Independently gather exhibits and documents, and prepare exhibit lists• E-file in various New York courts, including Supreme, Surrogate, Federal, Court of Appeals, and New Jersey courts• Keep track of attorneys' eTracks• Coordinate calls and meetings with clients using conference calling or Zoom• Manage deadlines in attorneys' Outlook calendars• Update attorneys' contacts in Outlook as needed• Work with vendors when scheduling depositions, appellate printing requirements, and process servers for service of papers• Use skills in Adobe Acrobat, CompuLaw, Concordance, Concur, Epic Software, About Time, Billing Functions, Calendar Management, Claim Administration, Correspondence.

Legal Administrative Assistant (HYBRID MIDTOWN NYC) We are offering a temp to permanent employment opportunity for a Legal Administrative Assistant in the Legal industry located in New York. This is a hybrid role, allowing you to work 4 days in the office and 1 day remotely. Responsibilities:• Manage shared calendars for attorneys, ensuring accurate and up-to-date availability• Maintain effective communication, responding to emails as required• Book travel arrangements for attorneys, ensuring seamless logistics• Enter attorney time accurately, ensuring all work is accounted for• Prepare and enter expense reports, ensuring accurate record-keeping• Screen incoming calls, providing preliminary assistance and direction• Utilize Microsoft Office Suites for daily tasks and communication• Monitor the fast-paced work environment, adapting to changes and prioritizing tasks as necessary• Maintain a high level of organization, managing various responsibilities simultaneously.

Executive Assistant We are in search of an Executive Assistant to join our team in NEW YORK, New York. In this role, you will manage a variety of tasks such as scheduling, meeting preparation, and email organization. You will also assist the team with project management, report generation, and event coordination. Responsibilities: • Coordinate intricate calendar schedules, ensuring smooth flow of meetings and events • Handle high-volume emails, calls, and requests, providing timely responses to facilitate efficient operations • Prepare for meetings including securing space, arranging catering, and taking detailed notes • Provide strong administrative support including travel arrangements and expense report management • Assist the team in managing workflow, tracking project deadlines, and ensuring all tasks are completed • Draft presentations, compile reports, and organize itineraries as required • Work closely with various committees and groups, handling scheduling and meeting logistics • Manage CRM data entry, update contact and account details, and generate reports as necessary • Assist with event coordination including outreach, registration, menu selection, and name badge preparation • Attend company events outside of regular business hours as required

Executive Assistant We are seeking an Executive Assistant to join our team. Located in New Rochelle, New York, this role offers a unique chance to participate in a range of tasks within the industry. This position is a contract to permanent employment opportunity, offering administrative support to our executive team. Responsibilities: • Manage the organization's calendar, directories, and schedule of activities and events, while disseminating information to staff, volunteers, members, and families. • Offer general and program information via telephone, directing callers to the appropriate staff or recording messages. • Oversee the preparation of outgoing mail and direct incoming mail. • Aid in the preparation of donor and grant presentations, board reports, and other executive tasks. • Handle meeting logistics, from scheduling to preparing the meeting agenda and recording minutes. • Keep an efficient inventory of office supplies and be responsible for reordering when necessary. • Carry out administrative tasks such as reviewing and coding invoices. • Use Microsoft Suite, particularly Excel, to manage and organize data, with a focus on basic formula usage. • Greet all parents, members, and visitors, offering a warm and detail-oriented reception. • Offer support to the CEO, CFO, and CPO in various administrative, clerical, and executive tasks.

Executive Assistant Reporting to the Senior Vice President, Housing and Community Development. The Assistant to the SVP will create and manage schedules, appointments and travel as well as provide executive-level administrative support. The Assistant must be a consummate professional who works well in a team environment and is willing to pitch in where and when necessary to support the mission and goals of the Programs department. Essential Functions: · Responsible to maintain, manage and coordinate the Senior Vice President meetings and travel calendar utilizing Microsoft Outlook, involving meetings with both internal and external participants.<ul><li>Make transportation and accommodation arrangements and coordinate all other meeting-related logistics. </li></ul>· Screening calls, taking messages, responding to inquiries, assisting in prioritizing call returns, and redirecting calls to other staff members as appropriate. <ul><li>Support all written communications by drafting correspondence for and coordinating follow-up. </li><li>Exercises judgment, sensitivity, and discretion in the execution of assigned responsibilities.</li><li>Liaison with other departments as required or directed.</li><li>Interface with Senior Staff and 92 President and CEOs of affiliate offices. </li><li>Generate detailed expense reports. </li><li>Conduct all other activities required to ensure successful daily operations and highly effective management of the Housing department. </li><li>Manage Central Payment Tracking Chart Spreadsheet</li><li>Manage communication with Affiliate Fiscal staff and update them about housing payment disbursements as directed</li><li>Manage Contract and Fiscal Process</li><li>Support the VP of Entrepreneurship and Director of Housing</li><li>Manage Housing Logistics for Annual/WMY/Any other conferences (People & Places)</li></ul>

Executive Assistant We are on the lookout for an Executive Assistant to be an integral part of our team in New York, New York. As an Executive Assistant, your role will involve managing schedules, organizing meetings, and handling correspondence. You'll be operating in a dynamic environment, utilizing your skills in ADP - Financial Services, Cisco Webex Meetings, Concur, CRM, and Kronos Timekeeping System. This role offers a short term contract employment opportunity. Responsibilities: • Efficiently manage and maintain executive calendar to ensure smooth daily operations. • Organize and facilitate conference calls and meetings using Cisco Webex Meetings. • Handle all forms of correspondence, ensuring all communications are handled promptly and professionally. • Utilize the Kronos Timekeeping System for accurate tracking and management of schedules. • Manage customer relationship through the CRM, ensuring all customer interactions are logged and followed up. • Oversee the use of Concur for travel and expense management. • Implement ADP - Financial Services for effective financial management. • Ensure accurate record keeping and timely communication as a crucial part of the role. • Assist in other administrative tasks as needed to support the team.

Executive Assistant We are on the lookout for an Executive Assistant to join our team in the government sector, based in Iselin, New Jersey. In this position, you will be providing top-tier administrative support to senior executives, managing intricate executive timelines, coordinating meetings, and handling confidential communications, all while ensuring the smooth operation of daily activities. Responsibilities: • Oversee executive calendars, arrange meetings, appointments, and travel itineraries. • Draft reports, presentations, and correspondence for executives. • Handle screening and prioritization of emails, calls, and meeting requests. • Foster communication between executives, board members, shareholders, and internal teams. • Engage in daily or weekly meetings with the executive, summarizing action points and tracking the resolution of outstanding tasks. • Contribute to the preparation and distribution of materials for board meetings, investor relations, and regulatory filings. • Ensure adherence to SEC regulations and corporate governance policies when managing sensitive documents. • Document meeting minutes and monitor action items for follow-up. • Coordinate executive travel logistics, including expense reporting and reimbursements. • Organize company events, investor meetings, and internal leadership conferences. • Maintain confidential records, contracts, and corporate documentation in compliance with company policies. • Act as a primary point of contact for external partners, shareholders, and regulatory agencies. • Assist with the creation of internal communications and press releases related to corporate announcements. • Support investor relations by coordinating earnings calls, annual meetings, and financial disclosures.

Executive Assistant We are in search of a meticulous and reliable Executive Assistant to join our team. Located in New York, New York, 10025, United States, this role offers a contract to permanent employment opportunity. The Executive Assistant will be responsible for maintaining customer records, processing applications, and resolving queries. This role also involves monitoring customer accounts and ensuring appropriate action is taken. Responsibilities • Effective utilization of the ADP - Financial Services for the processing of customer applications • Use of Cisco Webex Meetings for coordinating and conducting conference calls • Efficient management of customer records using the CRM system • Execution of correspondence duties and calendar management tasks • Ensuring accurate timekeeping through the Kronos Timekeeping System • Utilization of Concur for expense management related tasks • Maintenance of effective communication with customers and team members • Use of 'About Time' for effective time management and task organization • Ensuring prompt resolution of customer inquiries and complaints.

Legal Assistant A busy company in the Verona area is seeking a Legal Assistant to join their firm. This Legal Assistant will get the chance to join a dynamic team that works well with each other and offers a flexible working schedule. The ideal Legal Assistant will have prior litigation experience and have worked with legal systems. This Legal Assistant will support 1-3 partners as well as the general office when needed. Other responsibilities of this Legal Assistant will include but not be limited to: <ul><li>Drafting various legal documents including letters, briefs, pleadings, and contracts </li><li>Coordinating and managing schedules, including conference calls and video conferences</li><li>Assisting attorneys with trial preparation and providing trial support when required</li><li>Handling state and federal court filings, including electronic submissions</li><li>Providing general assistance across the firm as part of the legal support team</li><li>Utilizing and submitting various administrative forms such as check requests and expense reports</li><li>Managing client relations and maintaining both electronic and hard copy client files</li><li>Coordinating large-scale document tasks with Office Services, including copying and scanning of documents</li><li>Overseeing the opening and closing of client matters</li><li>Monitoring deadlines and calendars as per attorney requests</li><li>Handling client inquiries, answering phone calls, and checking voicemails regularly.</li></ul> This Legal Assistant opportunity is paying between $60,000 and $70,000 annually depending on experience. If interested in this Legal Assistant role, apply today!

Executive Assistant We are looking for a highly organized and proactive Executive Assistant to provide dedicated support to two senior executives and the Chief of Staff in a fast-paced environment. This is a Short term contract position based in New York, New York. The ideal candidate will excel at managing heavy calendars, coordinating travel, and handling confidential matters with attention to detail and discretion. Responsibilities:• Oversee the day-to-day scheduling needs of two senior executives, ensuring calendars are well-organized and conflicts are resolved promptly.• Coordinate domestic and international travel arrangements, including flights, accommodations, and transportation.• Partner with another Executive Assistant to manage high-level tasks such as calendar synchronization and expense reporting.• Monitor and process expense reports accurately and in a timely manner.• Assist in organizing executive meetings and events, including preparing materials and liaising with participants.• Provide logistical support for transportation and accommodations related to the office and executive apartment.• Collaborate with the office manager to host and support executives during meetings at the office.• Maintain clear and precise communication with internal and external stakeholders.• Use tools like Microsoft Office Suite, including Excel and PowerPoint, to create and manage documents efficiently.• Ensure confidentiality and discretion in handling sensitive information.

Legal Assistant A full-service business and entertainment law firm with offices in major U.S. cities provides comprehensive legal counsel across entertainment, media, the arts, corporate, real estate, and litigation matters. The firm’s team of dedicated attorneys offers high-quality, efficient service to a diverse client base, including startups, established media and entertainment companies, investment firms, brands, influencers, financial institutions, and high-net-worth individuals and family offices. About the role:As a Legal Assistant, your outstanding administrative skills will enable you to perform a wide range of secretarial duties and confidential tasks in a fast-paced environment. Your strong interpersonal skills will serve as you interface with clients, attorneys and staff. Legal Assistant will support two partners and an associate. Responsibilities will include but are not limited to: • Prepare, organize, and create complex legal documents and forms;• Assist with and prepare electronic court filings; knowledge of state and federal courts;• Assist attorneys with conflicts checks and opening new matters;• Prepare TOCs/TOAs; exhibits, binders, and other legal documentation;• Demonstrate excellent understanding of formatting and styles, redlining and other proofreading skills;• Determine docket/calendar dates from court documents and correspondence and enter into Firm’s calendaring software;• Establish and maintain paper and electronic client and administrative files;• Answer and roll calls, schedule appointments and meetings, maintain attorneys’ calendars, handle e-mail distributions/incoming and outgoing mail, updating contact information;• Work closely with Accounting to prepare expense reports and monthly bills (from pre-edits, to processing final bills);• Assist attorneys and paralegals in preparing for hearings, mediations, arbitrations, and trials;• Assist with overflow/special projects; contribute to the office and firm-wide team objectives;• Provide general back up support to the office and other departments as required;• Coordinate couriers and other special functions internally and externally. The ideal candidate must possess: • Excellent administrative, interpersonal, written and oral communication skills;• Discretion and able to maintain confidences;• Ability to work independently and prioritize workload activities for multiple attorneys;• Ability to remain calm in deadline-driven and high-pressure situations;• Effective communication skills with a diverse audience including attorneys, clients, staff and vendors;• Sound judgement, ability to anticipate/identify/analyze problems and challenges and recommend/implement solutions;• Maintain and nurture a positive attitude and workplace environment; and• Have a strong sense of urgency and commitment to meeting internal and external expectations.

Administrative Coordinator We are seeking an Administrative Coordinator for a short-term contract employment opportunity in the non-profit industry. As an Administrative Coordinator, you will be focusing on supporting the department that handles high-value donations, ensuring timely communication with donors, and carrying out various administrative tasks. Responsibilities:• Facilitate effective and prompt communication with clients to ensure their queries and concerns are addressed• Utilize the provided template to prepare and create proposals• Undertake proofreading tasks to ensure accuracy and consistency in all documents and communications• Provide necessary assistance to the direct response unit as and when required• Maintain a flexible approach to manage multiple tasks and switch roles as per the requirement• Utilize the Microsoft Office Suite for various administrative tasks• Work with CRM tools for customer management and tracking• Ensure a high level of accuracy and attention to detail in all tasks performed.

Administrative Coordinator We are offering a short term contract employment opportunity for an Administrative Coordinator in the Education - University industry. This role involves extensive interaction with students and coordination with various departments within the university. The work arrangement will be a combination of remote and on-site work. Responsibilities:• Engage in face-to-face interactions with students, providing necessary assistance and support.• Handle student intakes, ensuring all relevant information is accurately recorded.• Manage a case load of students, tracking their progress and providing timely updates.• Collaborate with other departments, facilitating effective communication and information exchange.• Utilize the database to maintain and update student records.• Adapt to a hybrid work schedule, with certain days allocated for remote work and others for on-site work.• Comply with health and safety measures, including mask mandates and vaccination protocols.• Manage start dates and schedules, ensuring smooth operations and minimal disruptions.• Provide support in a business casual, college campus environment.• Utilize skills in Zoom and computer literacy to effectively perform tasks and communicate with team members.

Accounting Assistant Job Posting: Accounting AssistantLocation: Bergen County, NJJob Type: Full-Time: HYBRID Join their dynamic and supportive team, a leading manufacturer in Bergen County, NJ. We are seeking a detail-oriented and motivated Accounting Assistant to support our accounting and administrative functions. Key Responsibilities:<ul><li>Process and reconcile cash receipts, deposits, and vendor payments in SAP, ensuring accuracy and compliance with internal controls.</li><li>Maintain organized financial records, including receipts, vendor profiles, invoices, and fixed asset lists.</li><li>Administer vendor bill processing, distribute payments, and prepare intercompany invoices and reconciliation reports.</li><li>Perform daily cash reconciliations, monthly journal entries, and prepare month-end and quarterly reports.</li><li>Assist with Human Resources, IT, and general administrative tasks, including procedure updates and purchase order processing.</li></ul>

Project Assistant We are offering a short term contract employment opportunity for a Project Assistant in the education industry at a university. This role will be based on site and will involve a range of administrative tasks to support the smooth running of the office. Responsibilities:• Efficiently manage timelines to ensure all tasks are completed in a timely manner• Provide excellent customer service, resolving inquiries and issues as they arise• Organize and maintain files, ensuring all information is accurate and up to date• Utilize Microsoft Excel and Outlook to track data, manage schedules, and communicate with team members• Perform scanning tasks as needed to digitize physical documents• Assist with other administrative tasks as required to support the team and office operations.

Administrative Coordinator We are offering a long term contract employment opportunity for an Administrative Coordinator. This role is within the Pharmaceutical industry and provides the option to work remotely with occasional on-site visits. As an Administrative Coordinator, you'll be involved in an array of tasks ranging from budget management to vendor coordination, all while supporting our Biostatistics and Data Management Department. Responsibilities • Coordinate the initiation, management, and archiving of legal and financial documents, including vendor contracts, purchase orders, and non-disclosure agreements.• Oversee the monthly invoicing process, ensuring accuracy and timeliness.• Collaborate with other departments and provide administrative support to study teams.• Assist in the management of department electronic mailboxes and other resources.• Support the delivery of services to the BioMetric’s Department by liaising with IT, Finance, Contracting, and Legal Departments.• Participate in vendor assessment, selection, and evaluation processes.• Manage and revise data for decision-making tools within and outside of the department.• Ensure prompt resolution of support queries, taking corrective actions as necessary.• Review and revise process documentation, including SOPs and Work Instructions.• Assist in the collection of signatures for various documents and oversee the approval of contracts, work orders, and amendments.• Ensure the BOG Request system is effectively managed, with tickets assigned and resolved in a timely manner.

Human Resources (HR) Assistant We are searching for a diligent Human Resources (HR) Assistant to join our team in Tinton Falls, New Jersey. In this role, you will be tasked with a range of responsibilities including managing recruitment processes, assisting with new permanent onboarding, and conducting research on our HR system. This role offers a long term contract employment opportunity. Responsibilities: • Assist in handling recruitment processes, including the sourcing and screening of candidates for internships and laborer/operator roles.• Play a key role in compiling and maintaining new permanent packets.• Conduct comprehensive research on our new HR system, Vista (ERP system).• Provide support with a variety of light administrative duties. • Manage the filing and documentation of HR-related tasks efficiently.• Monitor open requisitions within the company and take appropriate action.• Offer excellent customer service in handling and resolving HR-related inquiries.• Perform background checks and auditing as part of the recruitment process.• Utilize HRMS and other software such as ADP - Financial Services, ADP Workforce Now, ATS - Asynchronous Transfer Mode, and Ceridian effectively in daily tasks.

Project Assistant We are offering a short-term contract employment opportunity for a Project Assistant. This role is based in the education industry, specifically within a university setting, and will be carried out 100% on-site. As a Project Assistant, you will primarily focus on customer service, data entry, and managing timelines, requiring proficiency in Microsoft Excel and Outlook. Responsibilities:• Provide excellent customer service by addressing and resolving customer inquiries• Organize and manage files, ensuring accuracy and efficiency• Use Microsoft Excel and Outlook for data entry tasks and to maintain customer records• Monitor customer accounts and take appropriate action when necessary• Manage timelines effectively to ensure all tasks are completed within the given time frame• Process customer credit applications accurately and efficiently• Assist in maintaining a business casual dress code environment• Adhere to the provided schedule, ensuring punctuality and reliability• Contribute to the overall efficiency of the office by performing additional related duties as needed.

Accounting Assistant We are offering an exciting opportunity for an Accounting Assistant in the construction industry, based in Sunnyside, New York. The chosen candidate will work alongside our team, playing an integral role in maintaining financial records and processing transactions. Responsibilities • Accurately process invoices and ensure prompt payment to vendors • Assist in maintaining and reconciling accounts payable and receivable • Regularly upload certified payroll data into various portals • Utilize QuickBooks for various accounting tasks and data entry • Execute account reconciliation to ensure financial accuracy • Collaborate with the Office Manager, Project Managers, Estimators, and Payroll Administrator • Conduct audits to maintain financial integrity and accountability • Assist in billing processes to ensure timely payments • Utilize Microsoft Excel, Oracle, and SAP for various financial tasks.

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