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The Executive Assistant / Office Manager provides high‑level administrative, operational, and organizational support to executive leadership, field operations, and office functions. This role requires exceptional attention to detail, strong coordination skills, and the ability to manage multiple priorities while serving as a central point of communication across departments.

Employment Type:  Full-TimeFSLA:  Salary/ExemptDivision: Project ManagementDepartment:  Project ManagementReports to:  Regional DirectorSupervisory Duties: NoSalary Range: $75,000 - $95,000The Executive Assistant / Office Manager provides high‑level administrative, operational, and organizational support to executive leadership, field operations, and office functions. This role requires exceptional attention to detail, strong coordination skills, and the ability to manage multiple priorities while serving as a central point of communication across departments.<h3>Responsibilities / Essential Functions</h3><ul><li>Provide direct administrative support to senior executives, including calendar management, meeting coordination, travel arrangements, and follow‑up on action items</li><li>Prepare meeting agendas, take detailed notes, track deliverables, and follow up on executive discussions</li><li>Coordinate internal and external meetings with clients, leadership teams, and partners, including reservations and logistics when required</li><li>Maintain workforce schedules aligned with active project needs; move manpower daily and weekly and update master schedules accordingly</li><li>Review project workforce planning materials and assign resources based on project demands</li><li>Update agendas and content for recurring operations and leadership meetings</li><li>Enter, review, and validate weekly employee time in timekeeping systems, including payroll, PTO, and sick time verification</li><li>Orient new supervisors on time entry processes, policies, and exception handling</li><li>Serve as a point of contact for employee questions, concerns, and operational issues</li><li>Assist with coordinating pickups, deliveries, and movement of materials, equipment, and personnel between yards and project sites</li><li>Document, track, and follow up on workers’ compensation claims and related reporting</li><li>Coordinate onboarding for new hires, including collecting paperwork, explaining expectations, policies, holidays, floating holidays, and screening requirements</li><li>Communicate new hire and termination information to appropriate internal stakeholders and corporate teams</li><li>Maintain and update employee records, including emergency contacts and home addresses</li><li>Track and request floating holidays and assist with workforce planning and scheduling</li><li>Schedule, coordinate, and communicate employee meetings and company‑wide events</li><li>Coordinate employee travel logistics, including hotel accommodations, per diem setup, and rate negotiations</li><li>Register, track, and maintain employee certifications, renewals, and compliance requirements</li><li>Coordinate recurring evaluations and re‑certifications with safety and compliance teams</li><li>Support general supervisors, superintendents, and project teams with scheduling, documentation, and operational needs</li><li>Prepare and present content for recurring leadership huddles and operational meetings</li><li>Order project plans, manage access to project management systems, and maintain employee and subcontractor records</li><li>Create shipping labels and manage logistics for office and field teams</li><li>Coordinate project luncheons, client meals, and on‑site events, including vendor communication and payments</li><li>Maintain labor law posters and ensure annual ordering, completion, and distribution</li><li>Assist with coordinating groundbreakings, ribbon cuttings, volunteer events, and special company functions</li><li>Maintain internal systems by adding and removing employees and projects, updating assignments, promotions, reassignments, and project completions</li><li>Manage fleet assignments, including assigning vehicles, coordinating inspections, repairs, detailing, recalls, and vehicle readiness</li><li>Ensure fleet documentation, fuel cards, insurance cards, and transponders are active and distributed appropriately</li><li>Coordinate fleet safety activities, including random testing and compliance notifications</li><li>Support annual vehicle ordering and coordinate vehicle returns and resale logistics</li><li>Oversee trailer and equipment readiness, including inspections, stocking, and seasonal maintenance</li><li>Coordinate branded apparel and promotional materials for new hires, refreshes, safety programs, projects, and special events</li><li>Support business development initiatives by tracking industry events, sponsorships, and client opportunities</li><li>Coordinate external events and sponsorships, including approvals, invoicing, advertising materials, travel, attendee lists, and follow‑up</li><li>Maintain event records, calendars, documentation, and reporting in CRM and tracking systems</li><li>Assist executives with expense reconciliation, receipt collection, and cost coding</li><li>Plan, coordinate, and communicate employee events, client events, volunteer activities, after‑hours gatherings, and executive retreats</li><li>Serve as the primary point of contact for office operations, vendors, and facilities management</li><li>Order office supplies, pantry items, beverages, and promotional materials</li><li>Coordinate routine and preventative maintenance for office facilities and equipment</li><li>Troubleshoot general office issues, including IT setup in conference rooms and common areas</li><li>Plan, support, and communicate internal office events and visiting client meetings</li></ul> <h3>Key Skills</h3><ul><li>Exceptional organizational and multitasking skills</li><li>Strong written and verbal communication</li><li>High level of discretion and professionalism</li><li>Proactive problem‑solving mindset</li><li>Ability to work cross‑functionally with all levels of an organization</li><li>Proficiency with administrative, scheduling, CRM, timekeeping, and project management systems</li></ul> <h3>Required Experience </h3><ul><li>5+ years of experience in an Executive Assistant, Office Manager, Operations Coordinator, or similar role</li><li>Proven experience supporting senior leadership and complex operations</li><li>Experience with workforce coordination, onboarding, fleet or asset management, and office operations preferred</li></ul>

Consigli Construction

Executive Assistant / Office Manager

Administrative Skills

Advertising

Asset Management

Beverages

Billing

Business Development

Calendar Management

Conference Management

Customer Relationship Management (CRM)

Customer Relationship Management (CRM) Systems

Detail Oriented

Documentation

Error Handling

Event Management

Executive Assistant Skills 

Facilities Management

Facilities and Maintenance

Fleet Management

Identify Issues

Insurance

Kronos Workforce Scheduler

Leadership

Legal

Logistics

Logistics Management

Materials Planning

Multitasking

Negotiation Skills

Office Equipment

Office Management

Onboarding

Operational Support

Operations Management

Order Supplies

Organizational Skills

Plan Meetings

Presentation/Verbal Skills

Preventative Maintenance

Problem Solving Skills

Project Planning

Project Schedule

Project/Program Coordination

Project/Program Management

Reconciliation

Record Keeping

Regulatory Compliance

Safety Compliance

Safety/Work Safety

Systems Maintenance

Time Management

Time Management Software

Transponder

Travel Planning

Vehicle Fleets

Workforce Planning

Writing Skills

Workable

Employees are expected and required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give directives or assignments. Works closely with clinical staff to support their administrative needs and enhance overall clinic operations.

HOUR

Job:  Administrative Assistant, Per Diem 
Location:  Kingston, NY 
Pay:  $22-$24/hour 
Job Type:  Per Diem 
Schedule: Shifts will vary based upon need, on-call, no more than 9 hours each: 
Mon-Thurs  7:30am-8pm, Friday 7:30am-6pm, with 1 hour meal break 
Position Summary: 
The Administrative Assistant Per Diem will provide essential support to ensure the smooth and efficient operation of the Counseling Center. This position functions as a part of a multidisciplinary team, under the direct supervision of the Clinic Supervisor. The Administrative Assistant will provide all the administrative support to the Clinicians and the Clinic Supervisor. 
This role involves managing daily administrative tasks, scheduling appointments and maintaining all staff calendars, facilitating communication between staff and clients, and maintaining accurate records including health insurance information. Essential Functions and Responsibilities:<ul><li>Greets clients and visitors in a friendly and professional manner.
	</li><li>Answers phone calls and responds to inquiries, directing them to appropriate staff as needed.
	</li><li>Schedules and confirms appointments, ensuring accurate and timely coordination.
	</li><li>Manages and maintains client records, including insurance information, intake forms, consent documents, and treatment plans, ensuring confidentiality and compliance with privacy regulations.
	</li><li>Prepares documentation related to insurance claims and referrals to ensure the Fiscal department can process claims effectively.
	</li><li>Coordinates office supplies and equipment, ensuring stock levels are maintained and ordering as needed.
	</li><li>Performs routine clerical tasks such as filing, faxing, and photocopying.
	</li><li>Supports the Clinic Supervisor with administrative tasks, including data entry and report generation.
	</li><li>Fulfills training responsibilities according to Organization and State Policies and Regulations.
	</li><li>Is familiar with and adheres to all agency policies and procedures as outlined in the Policy & Procedure Manual and Employee Handbook.
	</li><li>Ensures adherence to clinic policies and procedures, including HIPAA regulations and confidentiality agreements.
	</li><li>Maintains up-to-date knowledge of legal and ethical guidelines related to OMH Article 31 (MHOTRS) Clinic Regulations
	</li><li>Works closely with clinical staff to support their administrative needs and enhance overall clinic operations.
	</li><li>Participates in team meetings and keep detailed notes
</li></ul> Knowledge, Skills and Abilities:<ul><li>Knowledge of trauma informed behavioral health care.
	</li><li>Strong communication skills (verbal, written, in person)
	</li><li>Proficient in using an electronic health record
	</li><li>Proficient in using Microsoft and Google Suite products
	</li><li>Knowledge of health insurance and billing procedures
</li></ul> Critical Work Relationships:<ul><li>Assistant Executive Director for Clinical Program Development
	</li><li>Clinic Supervisor
	</li><li>Compliance Department
	</li><li>Human Resources
	</li><li>Clinical staff
	</li><li>LGU (County) staff
	</li><li>OMH staff (central office and Hudson River Field Office)
</li></ul> MINIMUM Qualifications:<ul><li>High School Diploma or equivalent.
	</li><li>Excellent phone skills.
	</li><li>Must be comfortable working with the public, in person and by phone.
	</li><li>Demonstrated clerical skills.
	</li><li>Demonstrated strong computer and word processing skills.
	</li><li>Valid NYS Driver License in good condition as determined by the Agency
	</li><li>Must complete and pass a pre-employment physical, PPD and drug screen and an annual physical and PPD.
</li></ul> PREFERRED Qualifications:<ul><li>Experience with Medicaid/managed care and other types of client billings.
	</li><li>Associates Degree or higher education
</li></ul> Physical Demands and Work Environment:<ul><li>Must be able to remain in a stationary position for an extended period of time
	</li><li>Constantly operate a computer and other office equipment
</li></ul> This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. In order to perform this job successfully, the incumbents must possess the skills, aptitudes, and abilities to perform each duty proficiently. Employees are expected and required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give directives or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities in accordance with the Americans with Disabilities Act. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. Our organization reserves the right to amend this job description at any time and assign additional tasks or duties to meet the agency demands. We are an Equal Opportunity Employer.

Normann Staffing is a private employment service that has been providing temporary and permanent staffing to organizations in New York's Hudson Valley since 1980. Recognized as the region's premier staffing agency, Normann Staffing has represented more than 300 current and former client organizations and employed more than 8,000 staff in Ulster County, Dutchess County, Orange County, as well as Greene, and Columbia Counties.

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Executive Assistant / Office Manager Consigli Construction

Administrative Assistant Per Diem Normann Staffing

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