Administrative Assistant
Location: New York State
Employment Type: Contract / Temporary Staffing.
Pay Rate:$27.00/hour W-2
Position Overview
We are seeking an organized, detail-oriented
Administrative Assistant to provide comprehensive administrative and clerical support to senior-level staff, including a Deputy and Assistant Deputy.
The Administrative Assistant will manage incoming communications, correspondence, scheduling, records, reports, mail distribution, meeting coordination, and other day-to-day administrative functions. The position requires strong organizational and communication skills, attention to detail, and intermediate proficiency with
Microsoft Excel and Microsoft 365.
The successful candidate must be comfortable managing multiple priorities independently within a fast-paced professional environment.
Essential Duties and Responsibilities
- Answer, screen, and direct incoming telephone calls for the Deputy and Assistant Deputy.
- Take accurate messages, refer inquiries to appropriate staff, and follow up to ensure timely responses.
- Respond to and appropriately route information requests.
- Prepare professional correspondence, reports, memoranda, and other business communications.
- Receive and appropriately direct visitors.
- Schedule and coordinate meetings, appointments, and conference calls.
- Prepare and distribute industry-related emails and communications.
- Take accurate meeting notes and disseminate information as required.
- Maintain administrative reports, records, logs, and tracking documents.
- Sort and distribute incoming and outgoing business-unit mail.
- Open, date/time stamp, review, log, and route incoming correspondence.
- Deliver correspondence and documents to supervisors and appropriate staff.
- Maintain mail tracking reports and related records.
- Complete and maintain required administrative forms and documentation.
- Track and manage reporting projects independently without daily oversight.
- Prioritize multiple assignments and deadlines in a fast-paced environment.
- Perform spreadsheet and data-related functions using Microsoft Excel.
- Use Microsoft 365 applications to support administrative and business operations.
- Maintain professional verbal and written communications with internal and external stakeholders.
- Work independently while effectively contributing to a team environment.
- Perform additional administrative and clerical assignments as required.
Minimum Qualifications
Candidates must possess:
- High School Diploma or equivalent.
- Proof of eligibility to work in New York State.
- At least one year of administrative support experience, including experience with:
- Answering and routing telephone calls
- Handling information requests
- Preparing correspondence
- Receiving visitors
- Scheduling meetings
- Sorting and distributing mail
- Maintaining reports and records
- At least one year of experience using Microsoft Excel at an intermediate level.
Required Technical Skills
Candidates should demonstrate proficiency with
Microsoft Excel and Microsoft 365, including experience with:
- Pivot tables
- Excel formulas
- Comparing data between spreadsheets
- Maintaining tracking spreadsheets
- Preparing and updating reports
- Microsoft 365 applications
- Email and electronic business communications
- Mail merge
Knowledge, Skills & Abilities
- Excellent verbal communication and interpersonal skills.
- Strong business-writing skills.
- Knowledge of proper grammar, punctuation, and spelling.
- Knowledge of general office administration and management practices.
- Ability to take, record, and disseminate accurate information.
- Excellent attention to detail.
- Strong organizational and time-management abilities.
- Ability to effectively prioritize competing assignments.
- Ability to maintain reports and accurate business records.
- Ability to independently manage projects and reporting assignments without continuous supervision.
- Ability to handle confidential or sensitive information professionally.
- Ability to work effectively both independently and as part of a team.
- Ability to adapt to changing priorities and perform varied duties as assigned.