Administrative Assistant

• Assist leadership and project managers with meeting coordination, agenda preparation, notes, follow-up items and distribution of project communications
• Provide day-to-day administrative and project coordination support to project managers, leaders and team members
• Schedule and coordinate meetings, maintain calendars, prepare agendas and organize meeting materials
• Take meeting notes, document decisions and action items, and follow up with owners on due dates and updates
• Maintain basic project documents and trackers, including action logs, meeting notes, contact lists, status inputs and shared project files
• Help collect project updates, organize information and prepare simple status reports or summaries for review
• Support project team communication by sending reminders, requesting updates and helping ensure information is shared timely
• Assist with organizing project files, maintaining SharePoint or Teams sites and ensuring materials are easy to locate

Administrative Assistant – Project Coordinator, Results Delivery Office

• Hire, train, and mentor a high-performing team to execute our product vision and strategy with measurable business impact
• Lead design projects of significant scope across vision, strategy, and execution
• Build lean standards and processes that balance quality, capability, and speed
• Contribute to product strategy and roadmaps in service of company objectives
• Use AI tools fluently — from rapid prototyping and generative exploration to shipping faster, higher-quality work
• Partner effectively with teams in the US and across time zones, bringing strong async communication and a collaborative, low-ego working style
• Build relationships across Product, Engineering, Marketing, and Data Science to deliver cohesive, inclusive user experiences
• Own key UX artifacts — user journeys, personas, UX measurement, and more
• Drive accessibility through inclusive design, awareness, and innovation

Group Manager – Product Design, Back Office

• Serve as the primary point of contact for all office operations in NYC
• Collaborate closely with the Global Office Manager in Paris
• Manage vendor relationships and handle supply ordering and inventory
• Own the onboarding and offboarding process for office access
• Coordinate office-wide events and team lunches
• Provide calendar management and scheduling support for the CEO and COO
• Support planning and execution of all-hands meetings
• Book travel and prepare detailed itineraries
• Handle expense reporting and reconciliation
• Act as a reliable point of contact for internal and external stakeholders
• Partner with the Head of People on special projects
• Help coordinate new hire onboarding logistics.

Office Manager – Executive Assistant

• Support the software-defined organization by managing files, facilitating the transition to new digital formats, updating templates and standardizations, and contributing to continuous improvement initiatives
• Manage files, facilitating the transition to new digital formats, updating templates and standardizations and contributing to continuous improvement initiatives
• Provide technical support to staff for administrative software applications
• Perform word processing, proofreading, spreadsheet data entry and reporting
• Update specifications files
• Create and maintain internal resumes
• Manage proposal processes
• Research Companywide, department events and travel coordination
• Coordinate and support company training programs by scheduling, delivering to staff and managing all onboarding training logistics
• Create, prepare, track and present internal company-wide meetings including monthly, quarterly and ad hoc sessions
• Maintain an organized system for tracking and implementing policy and procedure updates ensuring compliance and efficiency, including proofreading these updates with 100% accuracy
• Research and purchase employee and client gifts, internal and external SWAG and manage related logistics to ensure timely delivery and adherence to budgetary guidelines
• Track and fulfill document requests ensuring accuracy and timely completion
• Monitor and manage the company’s general email inbox and phone messages responding to inquiries and directing them appropriately
• Special Projects as needed, including project management and coordination of small to moderate-scope initiatives
• Travel arrangements and booking industry events, including coordination and reservations
• Email and schedule management
• Company meeting presentation development and content coordination amongst contributors
• Expense management
• Special projects for Departmental Directors
• Assist with professional licensing
• Completion of Assigned Tasks and Deliverables on Time and on Budget
• Performs Other Related Duties as Assigned

Administrative Specialist

• Lead the revamp of customer communications governance
• Orchestrate complex, cross-functional projects
• Drive advocacy for customers
• Own and drive project delivery, encompassing planning, execution, monitoring, and closing
• Serve as the primary point of contact for all project stakeholders
• Identify and implement improvements to the project delivery framework
• Proactively identify, assess, and mitigate project risks and issues
• Ensure communications are reviewed and updated on a regular basis

Manager, Project Management – Card, Customer Office Team

• Plan and coordinate internal team events and office gatherings
• Manage event logistics, vendor coordination, and day-of execution
• Order office snacks, drinks, and supplies; maintain inventory
• Manage key card issuance and access requests for employees
• Handle general administrative tasks to support day-to-day office needs
• Serve as the point of contact for building management/superintendent on facilities issues
• Coordinate repairs, maintenance requests, and vendor visits
• Ensure the office space is well-maintained and stocked
• Support basic administrative HR tasks as needed
• Assist with onboarding-related office logistics (e.g., setting up workstations, key cards for new hires)
• Perform other duties as assigned, based on the evolving needs of the office and team

Office Manager / People Ops Coordinator, Part-Time

• Assist in planning, executing, and closing multiple projects simultaneously.
• Create and maintain detailed project plans, timelines, milestones, and task trackers.
• Coordinate cross-functional teams to ensure projects remain on schedule.
• Schedule and facilitate project meetings, document action items, and follow up on deliverables.
• Monitor project progress and proactively identify risks, roadblocks, or scope changes.
• Communicate project status updates to internal and external stakeholders and leadership.
• Maintain organized project documentation and ensure information is up to date.
• Support process improvement initiatives by identifying workflow efficiencies.
• Track project metrics and prepare reports for leadership.
• Assist with resource planning and prioritization across multiple initiatives.
• Work with internal teams to ensure deadlines, quality standards, and business objectives are met.
• Support change management and project implementation activities as new initiatives are launched.

Junior Project Manager

• Provide comprehensive backup administrative support to executives during EA absences, demonstrating rapid proficiency in their specific calendar management, domestic and international travel arrangements, and expense reporting.
• Exhibit exceptional multitasking abilities and adeptness in prioritizing tasks within a fast-paced environment, while maintaining meticulous attention to detail, accuracy, and adherence to deadlines.
• Serve as a reliable liaison between executives and internal/external stakeholders, facilitating effective communication and collaboration across all levels of the organization.
• Handle ad hoc projects, event coordination, and operational assignments with professionalism and efficiency, demonstrating flexibility and resourcefulness in addressing evolving priorities.
• Contribute to the efficiency of office operations by anticipating needs, proactively identifying solutions, and implementing streamlined processes for hand-offs and coverage.
• Handle highly sensitive and confidential information with the utmost discretion and professionalism at all times.

Senior Administrative Assistant – Floater

• Provide support to a team of Senior Managers in satellite office
• Extensive calendar management and meeting coordination both internally and externally
• Expense processing in accordance with Nomura's policy
• International and Domestic Travel Arrangements: coordination of flights, tickets, accommodations & ground transportation
• Screening calls, act as gatekeeper
• Meeting/Event logistics coordination
• Providing absence coverage to other team members as required
• Ad-hoc projects assigned

• Provide comprehensive administrative support to senior executive management
• Communicate and coordinate across all levels of the organization
• Manage sensitive, confidential, strategic, and critical information
• Collaborate with other Executive Assistants to coordinate travel and prepare for major meetings
• Organize and support large and complex programs, events, or conferences
• Prepare executive expense reports and contribute to special projects
• Pull and concisely compile data to support business-driving initiatives
• Prepare high-level PowerPoint presentations

Executive Administrative Assistant, Merchandising

• Screening calls and managing calendars
• Making travel arrangements and planning events
• Preparing and editing correspondence, communications, and reports
• Coordinating onboarding of new employees
• Maintaining divisional intranet website
• Interacting with incoming visitors

Administrative Assistant – HR

• Perform outbound cold calls using Mojo Power Dialer to various leads including FSBOs, expired listings, absentee owners, pre-foreclosures, and circle prospecting
• Qualify motivated sellers and identify listing opportunities
• Handle objections professionally while building rapport with prospects
• Schedule listing appointments directly on the agent's calendar
• Follow up with leads via phone, text message, and email
• Accurately update call dispositions within Mojo Dialer
• Maintain the CRM with organized notes, follow-up reminders, and lead tracking
• Assist with listing paperwork and contract draft preparation
• Coordinate documents with clients and provide general administrative support
• Maintain organized digital files and transaction documentation
• As the business expands, the role may evolve to include Transaction Coordination responsibilities

Real Estate Virtual Assistant – Cold Calling, Admin Support

• Provides operational support and day-to-day coordination of rehabilitation services to ensure effective, compliant, and high-quality care delivery.
• Executes established program standards, supports utilization and clinical processes, and partners with internal teams and external providers to address service delivery needs.
• Collaborates with the Rehabilitation Director and VP to implement program initiatives, monitor performance, and ensure consistent application of rehabilitation practices.
• Supports the implementation and day-to-day execution of rehabilitation program activities and workflows.
• Assists in operational planning, coordination, and monitoring of program performance.
• Applies established policies, procedures, and clinical guidelines in daily operations.
• Identifies operational issues and escalates appropriately.
• Coordinates rehabilitation services to ensure timely, appropriate, and effective care delivery.
• Supports interdisciplinary care team discussions and addresses service-related issues.
• Assists in evaluating member needs, including coordination for long-term care settings.
• Supports utilization review activities to ensure services are appropriate and aligned with program standards.
• Monitors documentation for completeness and alignment with regulatory and reimbursement requirements.
• Identifies documentation or utilization issues and partners with leadership for resolution.
• Supports quality assurance and performance improvement activities.
• Ensures adherence to established regulatory, accreditation, and organizational requirements.
• Assists with audit preparation and data gathering for regulatory reviews.

Clinical Rehabilitation Manager

• Lead enterprise-scale programs with multiple projects and workstreams impacting enterprise-wide transformation initiatives and cross-functional partners.
• Own program scope, timelines, budgets, risks, dependencies, and delivery milestones from initiation through implementation.
• Drive execution of initiatives supporting strategic change and expansion of critical business capabilities.
• Align resources across business, technology, data, operations, risk, and other partners to achieve program objectives.
• Facilitate governance forums and prepare executive-level status updates, risk assessments, and decision materials.
• Track progress against defined business outcomes and benefits realization targets.
• Apply strong analytical judgment to solve complex problems and recommend practical, scalable solutions.

Senior Program Manager, Transformation Office

• Creates routine correspondence, reports and forms in support of department.
• Types, formats, and edits non-routine correspondence, reports, forms and related documents using word processing software.
• Organizes files and computer databases and makes corrections to information in files.
• Prepares advanced charts, graphs, tables, and presentations using word processing, spreadsheet, and presentation software.
• Answers the telephone, screens/routes calls, and takes messages for senior staff.
• Provides information as appropriate and assists visitors.
• Prepares mail for pick-up and routes mail for officers.
• Schedules/organizes meetings, luncheons, and events.
• Prepares meeting agendas, takes minutes, and documents decisions.

Senior Administrative Assistant, Enforcement

• Manage inbound phone calls and coordinate schedules for inspections and remediation work.
• Handle email correspondence and support accounts payable and receivable processes.
• Make follow-up calls and assist leadership with inventory tracking and ordering.
• Ensure communication, scheduling, and administrative tasks are handled accurately and efficiently.
• Schedule inspections, remediation appointments, and project-related visits for team members.
• Process accounts payable and accounts receivable documentation and track invoices.

• Create and maintain comprehensive department records, including electronic files, calendars, databases, and other administrative systems, ensuring all information is organized, up to date, and accessible.
• Serve as a primary contact for general and program-related inquiries from artists, program participants, and external partners, directing questions appropriately and providing timely information.
• Assist the team with processing expense requests, tracking invoices, and ensuring financial documentation is accurate and submitted on time.
• Schedule and coordinate departmental meetings, prepare agendas, take notes, and distribute meeting materials as needed.
• Support with calendar management and scheduling appointments as well as maintaining all department and programmatic calendars and documentation.
• Provide direct administrative support for various projects and programs, which may include preparing materials, planning and coordinating activities for program participants, coordinating travel, purchasing supplies, or assisting with event setup.
• Work with Artistic Programs and Development staff to maintain data entry cleanliness, analyze information, and generate reports.
• Track and manage Manhattan Arts Grants compliance and communications with grantees.
• Work with the Operations and Finance departments to issue and track artist contracts and payments for program participants and jurors.
• Support the full lifecycle of the grant application and selection process.
• Collaborate with Marketing & Communications staff to promote grantee events and application cycle outreach campaigns, and support the annual public announcement.
• Provide logistical, administrative, and on the ground event support for departmental or organization-wide events, such as artist gatherings, public programs, and the annual gala.

Artist Programs Administrative Assistant

• Provides comprehensive administrative and operational support to upper management within the Energy Infrastructure Credit business
• Manages schedules, facilitates communications, coordinates logistics, and serves as a key liaison across departments
• Organizes and prepares for meetings, coordinates travel arrangements, and manages expense processing
• Supports overall office functioning through space scheduling, event planning, inventory management, and paperwork processing

Senior Administrative Assistant – EIC

• Design, build, and maintain advanced royalty tracking tools and financial reports
• Design and operate production data pipelines ingesting royalty statements and usage data
• Develop interactive dashboards and automated reporting in Power BI
• Ensure accuracy, consistency, and auditability of royalty data across multiple sources
• Build and maintain API integrations with third‑party platforms
• Automate recurring data ingestion, validation, and reconciliation processes
• Analyze large, complex datasets to identify trends, variances, and anomalies
• Work cross‑functionally with accounting, IT, and client service teams
• Recommend system enhancements and process improvements

Manager, Data Engineering & Analytics – Business Management & Family Office

• Generate and identify opportunities for new business
• Maintain active communication with clients
• Contribute to a strong client relationship
• Negotiate the purchase, financing, and monitoring of major assets
• Multi-jurisdictional planning in accordance with SALT and International tax groups
• Ensure staffing & coverage needs are met
• Identify and act as co-lead with Partner for client onboarding
• Manage & mentor with team
• Final review bonus payrolls to officers from loan out entities
• Manage planning and execution of multiple engagement(s)/client(s)
• Recognize income, gift, estate tax issues

Administrative Assistant jobs in New York

See all jobs on JobTailor

Administrative Assistant – Project Coordinator, Results Delivery Office

Group Manager – Product Design, Back Office

Office Manager – Executive Assistant

Administrative Specialist

Manager, Project Management – Card, Customer Office Team

Office Manager / People Ops Coordinator, Part-Time

Junior Project Manager

Senior Administrative Assistant – Floater

Administrative Assistant

Executive Administrative Assistant, Merchandising

Administrative Assistant – HR

Real Estate Virtual Assistant – Cold Calling, Admin Support

Clinical Rehabilitation Manager

Senior Program Manager, Transformation Office

Senior Administrative Assistant, Enforcement

Office Manager – Executive Assistant

Artist Programs Administrative Assistant

Senior Administrative Assistant – EIC

Manager, Data Engineering & Analytics – Business Management & Family Office

Manager – Business Management, Family Office