Job Title:
Administrative Assistant - Midlevle
6+ Month Contract
Hybrid NYC
Required:
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3+ years of administrative experience in a large company corporate setting or fast-paced buying office, specifically supporting multi-leader groups (such as Market Managers).
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3+ years of comprehensive experience managing complex, high-volume executive calendars, arranging end-to-end travel itineraries, and accurately processing monthly business expenses.
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Advanced proficiency in Microsoft Office, with a heavy emphasis on Excel competency and the ability to prepare, proofread, and distribute reports, trackers, and presentations with high speed and accuracy.
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Calendar Optimization Skills: Prior experience proactively reviewing schedules in advance to identify conflicts, prioritize meetings based on business needs, and communicate updates clearly and timely.
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Travel Coordination Mastery: Proven background coordinating detailed travel plans—including transportation, lodging, and itineraries—in partnership with corporate travel teams.
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Core Professional Attributes: Exceptional attention to detail, strong administrative follow-through, and the ability to handle sensitive or time-sensitive requests with discretion and professionalism.
Preferred:
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Systems experience with corporate travel portals, automated expense reporting systems (e.g., Oracle or similar), and internal document databases.
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Expertise in office and meeting management, including hands-on experience coordinating catering, room logistics, technology setups, and visitor experiences for team events and stakeholder touchpoints.
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Flexibility and adaptability, showing a proactive desire to act as a system proxy, provide backup support to other administrative team members, and adjust to evolving operational needs.
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A "team-player" mindset with a strong customer-service orientation, enabling seamless collaboration across cross-functional teams (Operations, IT, etc.) while avoiding distractions in a busy atmosphere.
Job Description The Role: We are seeking a proactive and highly resourceful Administrative Assistant to provide high-level administrative and operational support to 2–3 Market Managers within our NY Buying Office. In this hybrid role, you will act as the central hub for the department, ensuring calendars, schedules, and daily team procedures are administered with precision and comprehensive knowledge of company policies. Beyond traditional administrative duties, you will be the lead problem-solver for the team—interfacing with internal and external stakeholders to handle requests with urgency, managing expense submissions, and providing "all-hands-on-deck" support for meeting preparation, reporting, and visitor logistics.
The ideal candidate is a flexible, detail-oriented professional who thrives in a fast-paced environment and can pivot quickly when business priorities shift. You must be adept at building relationships across departments to ensure that every travel schedule, expense cycle, and executive initiative is executed flawlessly with a strong customer-service mindset.
Responsibilities:
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Calendar Management & Scheduling (40%): Manage day-to-day calendars for Market Managers; proactively review schedules to anticipate conflicts, align with leader priorities, and serve as a professional point of contact for all communication.
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Travel & Expense Management (30%): Coordinate comprehensive end-to-end travel plans in alignment with leader preferences; track, organize, and submit expenses accurately and on time in compliance with company policies.
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Meeting Coordination & Preparation (15%): Plan and support meetings, visitor schedules, and team events; confirm objectives, materials, and logistics (room setup, technology, catering) while delivering a high-touch experience for guests.
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Administrative Operations & Office Support (10%): Prepare, proofread, and distribute reports, itineraries, and correspondence; maintain organized tracking files, trackers, and resources to improve overall workflow efficiency.
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Communication, Projects & Ad Hoc Support (5%): Respond to internal and external requests with urgency and strong customer service; support special projects, process improvements, and evolving operational needs.
