The Administrative Assistant will be responsible for a variety of administrative duties. As part of the Support Services team, this role interacts with clients, vendors, and staff to ensure operational needs are met.


  • Greet clients/guests, answer incoming phone calls, and handle incoming and outgoing mail
  • Collaborating with team members to coordinate facilities, vehicles, travel, and phones
  • Perform daily office setup
  • Coordinate the purchasing of everything from office supplies to computer equipment for the New York and field offices
  • Maintain and update the equipment sign-out sheets for the New York and field offices
  • Provide administrative oversight for corporate FedEx and UPS account
  • Set up office space for new employees, including phones, office supplies, etc.
  • Assist with new hire coordination
  • Assist with office expense reporting
  • Responsible for fire safety drills and act as fire warden for the office
  • Coordinate quarterly safety meetings for the corporate office 
  • Assist in managing conference calling software
  • Coordinate and pick up office lunches and office breakfasts
  • Perform ergonomic assessments upon request
  • Assist to develop new operational procedures to make our organization even more efficient
  • Assist in recruiting efforts, including reviewing resumes, scheduling interviews, and participating in interviews.
  • Assist in project billing and invoicing
  • Performs other duties as necessary


  • Effective written, interpersonal and communication skills with the ability to work as part of a team involving staff, clients and outside agencies
  • Strong problem-solving skills, including an ability to prioritize activities and work with limited supervision
  • Results oriented and able to complete tasks on a deadline
  • Excellent organizational skills and attention to detail
  • Proficient in MS Office including: Word, Excel, and PowerPoint
  • Ability to make good decisions using sound, professional judgment
  • Ability to think and plan ahead, anticipate the unexpected
  • Self-starter who thrives in an environment that is fast-paced, demanding, and fun
  • Previous facilities or office coordination experience is preferred
  • Collegial and professional approach when working with others
  • Keen sense of urgency
  • Minimum of 2-3 years of office administration or customer service related experience
  • Bachelor’s Degree preferred
  • Valid New York Driver’s License Required