Administrative Assistant III - NYC, NY - Contract

Key Responsibilities

• Manage extensive and complex calendars, effectively prioritizing requests and coordinating schedule changes.
• Cook up meetings with internal stakeholders and external contacts, including scheduling conference rooms, arranging visitor access, and securing required equipment.
• Welcome, assist, and escort visitors, candidates, and meeting attendees as needed.
• Prepare, collect, and distribute meeting materials and supporting documentation.
• Provide high-quality support and service to guests and visiting personnel.
• Coordinate complex domestic and international travel arrangements while adhering to budget guidelines and executive preferences.
• Manage multi-destination itineraries, visa and passport requirements, Global Entry and TSA PreCheck arrangements, and travel security considerations.
• Prepare detailed travel itineraries and assist with travel check-in procedures and flight arrangements.
• Process and reconcile monthly business expenses, including corporate card and personal out-of-pocket expenses using Concur.
• Maintain and update departmental and compliance-related reports.
• Draft, edit, and prepare correspondence, reports, presentations, and other business documents.
• Ensure all documents meet quality standards for grammar, spelling, formatting, and accuracy.
• Create charts, graphs, tables, and diagrams to support presentations and reports.
• Perform basic analysis and auditing activities as required.
• Organize and coordinate team meetings, off-sites, and small departmental events.
• Provide backup support for other administrative professionals as needed.
• Remain current on internal administrative policies, procedures, and best practices.
• Identify opportunities to improve workflow efficiencies and administrative processes.
• Perform additional duties and special projects as requested.

Required Qualifications

• A high school diploma or equivalent required; an associate's or bachelor's degree preferred.
• Previous experience providing administrative support in a professional corporate environment.
• Experience managing executive calendars, travel logistics, and expense reporting.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and business systems such as Concur.
• Strong organizational, multitasking, and prioritization skills.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with professionalism and discretion.

Core Competencies

• Teamwork & Service Orientation: Collaborates effectively with colleagues across departments. Demonstrates a strong commitment to company values and service excellence. Builds positive working relationships with internal and external stakeholders.
• Administrative Excellence & Accountability: Maintains exceptional accuracy and attention to detail. Takes ownership of responsibilities and consistently meets deadlines. Demonstrates sound judgment and problem-solving abilities. Possesses a working understanding of business operations and leadership support requirements.
• Communication: Communicates clearly and professionally with employees, managers, executives, and external contacts. Responds constructively to feedback and incorporates recommendations effectively. Prioritizes communications appropriately based on urgency and business needs. Seeks context and understanding to improve decision-making and responsiveness.
• Adaptability & Continuous Improvement: Identifies potential issues proactively and recommends effective solutions. Embraces new technologies, systems, and processes with a positive attitude. Demonstrates initiative in learning and understanding business operations and administrative best practices. Supports change and contributes to process improvement initiatives.

Success Factors

• Exceptional attention to detail and organizational skills.
• Able to handle multiple competing priorities.
• Strong customer service orientation.
• Professionalism, discretion, and reliability.
• Demonstrated initiative and proactive problem-solving skills.