Administrative Assistant

Job Title: Administrative Assistant

Location: Albany, NY

Type: Full-Time / State Agency Contract
Position Summary
Penda Aiken, Inc. is a staffing firm located in Brooklyn, New York. Our client is a State Health Agency seeking an organized and proactive Administrative Assistant to support executive leadership and policy initiatives within their Albany, NY office.

This role provides core operational and administrative support directly to the Director and Deputy Director. Responsibilities include calendar management, report and presentation formatting, travel coordination, scheduling virtual and in-person meetings, tracking systems maintenance, mail distribution, and office supply management.

This position requires strong computer literacy, excellent organization, clear communication skills, and the ability to handle multiple priorities in a professional office setting.
Primary Responsibilities

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  Executive & Office Support: Manage staff calendars on a daily basis, schedule in-person/virtual meetings and conference calls (WebEx/Zoom), and answer and route phone calls.
  
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  Document & Report Preparation: Format and prepare reports, presentation materials, correspondence, and general documentation.
  
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  Records & Tracking Systems: Establish and maintain electronic and hard-copy filing systems, logs, and tracking databases.
  
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  Travel & Operations: Coordinate travel arrangements, prepare related paperwork, compile/distribute mail, and maintain supply inventory.
  
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  Data Management & Special Projects: Input and extract data from electronic databases and support general office projects as assigned.
  

Minimum Qualifications

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  Education: High School Diploma or equivalent required.
  
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  Experience: Minimum of two (2) years of experience working in a professional office setting.
  
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  Technical Skills:
  
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    Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams, and shared calendars).
    
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    Proficiency in virtual meeting applications (WebEx, Zoom).
    
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    Ability to navigate, enter, and extract data from electronic databases.
    
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  Professional Attributes:
  
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    Strong written and verbal communication skills.
    
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    Excellent organizational skills with the ability to prioritize shifting assignments.
    
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    Proven ability to work both independently and collaboratively within a team.
    

Preferred Qualifications

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  Previous administrative experience supporting state health programs or public sector agencies.