Administrative Assistant

Location / Schedule

• Painted Post, NY
• Monday – Friday | 8:00 AM – 5:00 PM
• Local candidates only

Interview Process

• Phone Screen
• Onsite Interview

Assignment Details

• This position will provide coverage while two employees are out on leave (not simultaneously)

Position Overview

The Administrative Assistant II provides high-level administrative support to multiple departments and project teams while ensuring smooth day-to-day office operations. This role is responsible for calendar management, travel coordination, office support, financial processing, records management, onboarding coordination, and departmental project support.

The ideal candidate will possess strong organizational skills, attention to detail, technical proficiency, and excellent communication skills while supporting leadership teams and cross-functional stakeholders in a fast-paced corporate environment.

Top Skills / Requirements

• Associate degree preferred, but not required
• 3+ years of Administrative Assistant experience, preferably in a corporate environment
• Proficiency with Microsoft Office Suite and PeopleSoft
• Concur experience preferred
• Strong verbal and written communication skills
• Ability to learn quickly and adapt to changing priorities

Key Responsibilities

Administrative & Office Support

• Serve as primary administrative support for designated staff and project teams
• Organize and manage leadership calendars and daily scheduling priorities
• Coordinate meetings, onboarding activities, and employee engagement initiatives
• Oversee day-to-day office operations and administrative issue resolution
• Maintain departmental office supplies within budget guidelines
• Provide backup administrative support as needed across the department

Travel & Event Coordination

• Coordinate travel arrangements, including shuttle scheduling, Concur processing, and client-related logistics
• Plan and manage department meetings, events, and customer visits in partnership with the SP Events team

Financial & Systems Support

• Input and manage PeopleSoft purchase orders
• Manage monthly ETAD processes, reminders, account tracking, and updates
• Assist with onboarding requests, IT requests, e-TAD facilitation, and workspace coordination

Reporting & Documentation

• Prepare presentations, spreadsheets, graphs, and Power BI reports
• Update and maintain SharePoint and Microsoft Teams sites
• Support Department Archive Record Management (DARM), including audits and records maintenance
• Assist management with special projects and additional departmental needs

Required Qualifications

• Administrative experience with strong technical and computer skills
• 3+ years of related administrative experience in a corporate environment preferred
• Previous experience with enterprise systems and corporate processes preferred
• Strong organizational and multitasking abilities
• Ability to manage confidential and sensitive information with discretion

Technical Skills

Proficiency with:

• Microsoft Word
• Excel
• PowerPoint
• Outlook
• PeopleSoft
• Concur
• SharePoint
• Microsoft Teams
• Power BI

Preferred Background

Experience supporting:

• Corporate administrative operations
• Department leadership teams
• Cross-functional project teams
• Budgeting and reporting processes
• Office coordination and records management

Key Competencies

Organizational Skills

• Strong attention to detail with the ability to prioritize and manage multiple tasks effectively

Communication Skills

• Excellent written and verbal communication skills
• Comfortable interacting with all levels of internal and external stakeholders

Confidentiality

• Ability to handle sensitive and confidential information with professionalism and discretion

Problem Solving

• Strong decision-making skills and ability to adapt to changing priorities and deadlines

Customer Service

• Professional, collaborative, and team-oriented approach with strong relationship-building skills

Self-Motivation

• Ability to work independently with minimal supervision in a fast-paced environment

Travel Requirements

• No travel required