Administrative Assistant: III (Senior)

Temporary contract position lasting 1 month, located in Brooklyn, NY (11216). Onsite work arrangement.

Responsibilities

• Answer, screen, and route incoming phone calls; take accurate messages and assist callers with inquiries.
• Provide professional front desk support to visitors, employees, and management.
• Process, track, scan, and file transaction paperwork and other important documents.
• Prepare and type reports, board packages, mailing labels, meeting materials, and other documentation.
• Process office invoices and assist with monthly expense reports.
• Maintain accurate weekly and monthly spreadsheet reports.
• Attend virtual meetings and prepare accurate meeting minutes for distribution.
• Receive, sort, and route incoming mail, emails, and voice messages.
• Process outgoing USPS mail, UPS shipments, and messenger services.
• Coordinate with facilities teams regarding office repairs and maintenance.
• Order, maintain, and restock office supplies, beverages, and kitchen supplies.
• Assist employees with internal systems, databases, document submissions, and general system-related questions.
• Operate basic office equipment, including printers, copiers, scanners, and fax machines.
• Perform general administrative duties such as typing, filing, copying, scanning, and mailing.
• Assist with special projects and additional administrative tasks as needed.

Requirements

• Previous experience as an Administrative Assistant, Receptionist, Office Coordinator, or similar role.
• Strong verbal and written communication skills.
• Excellent organization and time-management abilities.
• Strong attention to detail and accuracy.
• Ability to multitask and prioritize responsibilities in a fast-paced environment.
• Professional phone etiquette and customer service skills.
• Proficiency with MS Office, particularly Word and Excel.
• Strong typing, filing, scanning, and document-management skills.
• Ability to learn new computer systems and applications quickly.
• Ability to work independently and effectively as part of a team.

Preferred Qualifications

• Experience in a professional office, real estate, sales, or financial environment.
• Experience handling invoices, expense reports, and financial documentation.
• Experience preparing meeting minutes and reports.
• Familiarity with databases, CRM systems, or other business applications.
• Experience with office equipment and general office operations.

Schedule

• Monday–Friday, 9:00 AM–5:00 PM
• 30-minute unpaid lunch break