Job Description
Job DescriptionWe are looking for an Administrative Assistant to support the Buildings & Grounds leadership team for a nonprofit organization in New York. This contract opportunity has the potential to become a long-term role and is ideal for someone who enjoys keeping office operations organized, managing multiple priorities, and providing dependable day-to-day administrative support. The person in this role will help maintain accurate records, coordinate schedules, and serve as a reliable point of contact for internal and external communication.
Responsibilities:
• Maintain organized office records by handling document filing, digitizing paperwork, and preparing materials for distribution.
• Enter and update information in internal records with accuracy and strong attention to detail.
• Manage calendars for the supervisor, including arranging meetings, confirming availability, and adjusting appointments as needed.
• Communicate with vendors to support service coordination, scheduling, and routine follow-up.
• Answer incoming calls and assist with general front-office and receptionist-related tasks in an organized and dependable manner.
• Provide day-to-day administrative support for the Buildings & Grounds function to help keep operations running smoothly.
• Assist with clerical assignments and special projects as business needs arise.• At least 2 years of experience in an administrative, office support, or receptionist role.
• Demonstrated ability to perform data entry tasks with a high level of accuracy.
• Experience handling inbound calls and interacting effectively with staff, vendors, and visitors.
• Strong organizational skills with the ability to manage filing systems, calendars, and changing priorities.
• Comfortable using standard office equipment and general administrative tools for scanning, faxing, and document management.
• Ability to work independently while also supporting a supervisor and broader office needs.
• Prior administrative assistance experience within a detail-oriented office environment is required.