Executive & Operations Administrative Assistant

We are seeking an organized, dependable, and proactive Executive & Operations Administrative Assistant to support our leadership team, daily operations, and client service activities.

This position is ideal for someone who is detail-oriented, communicates professionally, and enjoys keeping tasks, schedules, and information organized. The right candidate will be comfortable working in a fast-paced environment and handling a variety of administrative responsibilities.

Key Responsibilities

Executive & Administrative Support

• Provide daily administrative support to company leadership
• Manage calendars, schedule meetings, and send reminders
• Organize emails, documents, notes, and follow-up items
• Prepare basic reports, spreadsheets, and presentations
• Track important tasks and deadlines
• Assist with meeting preparation and take notes when needed
• Handle sensitive business and client information professionally
• Complete general administrative tasks as assigned

Client Support

• Assist with onboarding new clients
• Follow up with clients for documents, information, and outstanding items
• Respond to basic client questions and provide status updates
• Monitor emails and other client communication channels
• Escalate urgent questions or concerns to the appropriate team member
• Keep client records, trackers, and internal systems updated
• Coordinate with the team to ensure clients receive timely updates
• Maintain professional and friendly communication with clients

Operations Support

• Assist with daily office and operational tasks
• Track assignments, deadlines, and team progress
• Maintain organized project management systems and internal documents
• Help create and update procedures, checklists, and training materials
• Assist with onboarding new team members
• Coordinate meetings and support communication between departments
• Identify workflow issues and report them to management
• Prepare basic operational reports and updates
• Support special projects and company initiatives as needed

Candidates must be willing and able to commute to the New York City office as needed. When working remotely, you must have a reliable internet connection and remain available and responsive during business hours, Monday through Friday, from 10:00 AM to 6:00 PM ET.

Pay: $22.00 - $26.00 per hour

Expected hours: 15.0 – 25.0 per week

Experience:

• Executive Assistance: 3 years (Required)
• Operations: 3 years (Required)

Location:

• Jamaica, NY 11432 (Preferred)

Ability to Commute:

• Jamaica, NY 11432 (Required)

Work Location: In person