Administrative Assistant

Administrative Assistant

Make a meaningful impact behind the scenes by keeping daily operations organized, responsive, and running smoothly across the Management Office and Administration/Human Resources Department. This role offers the opportunity to work independently, collaborate across teams, and support a wide range of essential business functions.

Overview

Reporting to the Department Head, you will provide comprehensive administrative support across the New York and New Jersey sites. You’ll coordinate office needs, maintain accurate records, support consultants and vendors, and help ensure a safe, orderly workplace.

Key Responsibilities

• Provide administrative support, including telephone coverage, mail and supplies, travel arrangements, expense tracking, filing, deliveries, visitor access, event coordination, and routine requests.
• Support consultant onboarding, job descriptions, timesheets, invoices, terminations, and related records.
• Maintain records and fixed-asset documentation, and support equipment purchasing, moves, and disposal.
• Manage pantry and stationery inventory, purchasing, and monthly records.
• Process invoices and centralized procurement in line with policy.
• Maintain check records and blank check stock inventory.
• Liaise with building management and vendors on facilities, visitor, maintenance, and service matters.
• Update phone extension lists and organizational charts.
• Assist with Head Office staff needs and provide backup coverage for department staff.
• Perform other assignments as directed by the Department Head or alternate.

Must-Have

• Bachelor’s degree or equivalent work experience.
• At least one year of relevant work experience.
• Proficiency in Word, Excel, PowerPoint, and Outlook.
• Fluency in spoken and written Mandarin Chinese and English.
• Strong communication, interpersonal, organizational, and problem-solving skills.
• Discretion and professionalism when handling confidential information.
• Ability to prioritize effectively in a fast-paced environment and work independently or collaboratively.

Bring your administrative expertise and collaborative approach to this important support role—apply today.