Overview
Administrative Assistant Jobs in New York City Metropolitan Area at Confidential
Title: Administrative Assistant
Company: Confidential
Location: New York City Metropolitan Area
A mission-driven social impact organization is seeking a sharp, dependable Administrative Assistant to support several Directors and help keep our Midtown office running smoothly. This is a great opportunity for an early-career administrative professional who is organized, personable, and eager to grow inside a mission-driven, fast-moving organization.
The role blends calendar and meeting support for a small group of Directors with hands-on office coordination — from general administrative support to the occasional local errand. The right person is proactive, unflappable when plans shift, and takes real pride in being the person who keeps the details handled.
This is a hybrid role based in our Midtown Manhattan office, with regular in-office days required
Core Responsibilities
1. Calendar & Meeting Support
- Calendar Management: Manage day-to-day calendars for several Directors, scheduling internal and external meetings and resolving conflicts quickly
- Meeting Logistics: Book conference rooms, coordinate video links, and make sure participants and materials are aligned ahead of meetings
- Rescheduling & Prioritization: Navigate frequent schedule changes gracefully and help Directors make the best use of their time
2. Office Coordination
- Office Upkeep: Keep shared spaces, conference rooms, and kitchen areas organized, stocked, and guest-ready
- Supplies & Vendors: Track and order office supplies; coordinate with building management and vendors as needed
- Guest Experience: Greet visitors and help ensure meetings and office events run smoothly
3. Travel & Expenses
- Travel Booking: Arrange domestic travel for Directors — flights, hotels, and ground transportation — and build clear, easy-to-follow itineraries
- Travel Changes: Monitor upcoming trips and handle rebookings or adjustments when plans shift
- Expense Reports: Prepare and submit expense reports for Directors, tracking receipts and following up to keep reimbursements on schedules
4. Team & Errand Support
- Light Errands: Handle occasional local errands — catering pickups, mailings, supply runs, and similar tasks around Midtown
- Ad Hoc Support: Pitch in on team projects, event prep, and administrative tasks as priorities evolve
- Communication: Serve as a friendly, reliable point of contact for scheduling and day-to-day office questions
Candidate Profile:
- 3- 5 years of administrative, office coordination, or related experience (internships count
- Strong organizational skills and sharp attention to detail
- Comfortable supporting multiple people and juggling shifting priorities
- Proactive self-starter who spots what needs doing without being asked
- Warm, professional, and polished in person and in writing
- Experience booking travel and preparing expense reports. Experience with Concur is a huge plus
- Proficient with Google Workspace and/or Microsoft Office; quick to pick up new tools
- Able to work on-site in Midtown Manhattan on a hybrid schedule and comfortable running occasional local errands
