Administrative secretary jobs in Union City, New JerseyCreate job alerts

Job Description About the Role: The Medical Secretary plays a crucial role in ensuring the smooth operation of the healthcare facility by providing comprehensive administrative support to the Medical Physicians This position is responsible for managing provider's schedule, coordinating meetings, and handling correspondence, which directly impacts the efficiency of the healthcare services provided. The Secretary will also be tasked with maintaining confidential patient records and ensuring compliance with healthcare regulations, thereby contributing to the overall quality of care. By facilitating communication between the provider and other staff members, patients, and external stakeholders, the Secretary helps to foster a collaborative work environment. Ultimately, this role is essential in enabling the providers to focus on strategic decision-making and patient care initiatives. Minimum Qualifications: • High school diploma or equivalent; associate's or bachelor's degree in a related field preferred., • Proven experience as a secretary or administrative assistant, preferably in a healthcare setting., • Experience with medical terminology and healthcare regulations., • Proficiency electronic health record systems such as EPIC and ATHENA, • Answer heavy volume of incoming calls., • Respond to and document all messages received., • Clear all messages before end of workday., • Schedule patient appointments as appropriate., • Discuss patient responsibility upon appointment arrival, co-pays, deductibles, etc., • Respond to questions from patients and other third-party individuals (e.g. attorneys, case managers, etc)., • Confirm new patient and IME appointments twenty-four (24) hours before scheduled appointment., • Document all add-on requests., • Prepare documentation as requested by a physician, including, but not limited to:, • Third party forms (e.g. disability, FMLA, return to school, etc.), • IME reports and other correspondence., • Direct patients, as appropriate., • Maintain physician office schedules and time off schedules, notifying appropriate parties (administration, clinical, etc) of all changes in the physician schedule., • Process incoming mail for assigned physician(s)., • Advise requesting attorneys of cost for narrative reports and other special services:, • Bill the fees for these special services, • Track payment and completion of special reports., • Follow all written protocols and procedures of the practice., • Demonstrate courtesy and helpfulness toward patients and their families., • Team player is a key for this role., • Work as a team member within the patient services department and all other departments., • Must be able to recognize and respond appropriately to urgent/emergent situations., • Establish and maintain effective working relationships., • Effectively cope with typical job stress., • Document work processes as required., • Other duties as assigned.

Job Description Our client is a one of the most sophisticated law firms in the United States, with over 375 lawyers and 300 business services professionals serving clients from offices in New York, New Jersey, Palo Alto, Washington, DC, and Utah. Committed to career development and to a diverse and inclusive workplace, the firm offers many programs and opportunities for personal and professional growth. We seek professionals for our business services group who share these values. What You Will Do: This position will sit in their New York office and currently offers a hybrid work opportunity. The Executive Assistant's role is to provide full and diversified administrative support of a responsible nature to the Managing Partner, assigned firm personnel, including assigned Partners, Associates in section and practice group, and other key management personnel (i.e., supervisor(s)), utilizing broad and comprehensive experience, skills and knowledge in organizational policies, procedures, and practices. The Executive Assistant performs the most complex administrative and billing activities which may be highly confidential and sensitive. This role is responsible for the billing cycle for the Managing Partner, including prebill review and edits; generate and send final bills; and comply with firm and client requirements and deadlines. This role also serves as a facilitator who may coordinate deadlines, analyze information, follow up on or request information from others to communicate supervisors' instructions or to satisfy ongoing needs of supervisor(s), assist with project coordination and completion, and assist and relieve attorneys and other legal personnel of administrative and clerical work by performing essential duties and responsibilities which include the following: Essential Job Requirements: • General administrative duties, including but not limited to, entering attorneys’ time; preparing and submitting attorney expense reports; opening new client matter accounts (conflict checks, intakes, retainer letter and file opening); answering telephones for attorneys as well as others in the section in a professional manner, taking messages and forwarding calls to appropriate parties; processing incoming/outgoing mail; knowledge of office equipment such as printers, facsimile machines, photocopying machines and pdf scanners; organizing and maintaining electronic and paper client files and keeping filing up-to-date; retrieving existing files through RIO and closing out and sending files off-site; providing coverage to other attorneys in section when assigned secretaries are out of office or when workflow requires/permits; learning/maintaining knowledge of attorneys' practice and client/matter history; relieving attorneys of administrative tasks., • Manage attorneys' calendars., • Responsible for assigned Partners’ billing, from prebill generation to sending and collection of invoices., • With attorneys' permission, manage attorneys' emails (review/delegate/file)., • Assist in projects and project management for attorneys and/or supervisor(s)., • Handle delegated sensitive and emergent emails and calls from clients, court personnel and other contacts of assigned attorneys and responsibility for follow-up; exercise judgment in responding to unique and urgent situations., • Assist attorneys in managing their competing priorities by proactively assuming responsibility for items that can be delegated and rescheduling attorneys' commitments to be more effective., • Anticipate what attorneys will want and follow up to ensure that they are completely satisfied., • Escalate unfamiliar issues rapidly and anticipate/resolve potential problems., • Assist section or practice group in assuring timely completion of assigned projects as needed., • Participate in firm training opportunities; participate in training of other employees and staff members to promote cross-training of all employees, assist colleagues in learning new skills/tasks to integrate them into the team., • Seek out opportunities to continuously improve skill set at a more advanced level to broaden scope of role., • Proactively anticipate attorney needs and ensure follow-through to deliver a high level of satisfaction and support., • Draft complex correspondence and documents and anticipate attorneys' need for same., • Marketing-related responsibilities (which may include coordination and distribution of collateral materials for client seminars; coordinating/ assisting with marketing projects between supervisor(s), clients and the Marketing Department and event planning)., • Encourage others to accept change and use it to derive organizational and personal benefit., • A minimum of 8 years Senior Legal Secretary experience within a law firm., • Demonstrate excellent organizational skills and strong attention to detail., • Provide outstanding client service by possessing and utilizing excellent telephone and interpersonal skills with legal staff, peers, and administrators, as well as the firm's clients and external contacts., • Demonstrate judgment in scheduling of attorneys' time., • Exhibit sound judgment to make decisions on sensitive issues, as well as ability to work with confidential documents and information., • Demonstrate ability to maintain composure during stressful situations occurring as a result of workloads and/or deadlines, by resourcefulness, anticipating needs, prioritizing responsibilities, anticipating calendar conflicts and proactively managing schedule changes., • Balance multiple priorities by considering risk, importance, urgency, organizational dynamics and other related factors., • Work independently on complex assignments, but able to work in a team environment as well., • Expert Time, Aderant or Elite Billing experience; advanced knowledge of legal billing processes and procedures., • Accurate typing skills of a minimum of 55 wpm, along with strong word processing skills utilizing Microsoft 365, Outlook 2010, Excel, Intapp Open, Chrome River, PowerPoint, docketing software, and client relationship management software., • Assist and advise more junior peers in handling of emergency or urgent calls and assignments from legal staff, the firm's clients, or external contacts (e.g., court personnel, prosecutors, etc.). Schedule: Full-time, Monday – Friday, 10:00 AM – 6:00 PM Amount of Travel Required: 0 The expected salary range for candidates meeting the requirements of this position is $90,000 to $100,000. The range provided is the salary that our client in good faith believes at the time of this posting that it is willing to pay for the advertised position. Exact compensation will be determined based on individual candidate qualifications and location. Their benefits package includes coverage options for medical, dental, vision, prescription drug, life insurance, disability, FSAs, 401K, and paid time off.

Job Description Location: New York, NY Schedule: Monday–Friday, 9:30 AM to 5:30 PM A highly regarded law office in New York City is seeking an experienced Legal Secretary to join its administrative support team. This role is essential to ensuring seamless daily operations for a group of attorneys and legal professionals. The ideal candidate will bring a client-focused mindset, strong organizational skills, and a proactive approach to legal administrative support in a fast-paced environment. Responsibilities: • Draft, format, and revise legal correspondence, filings, and other documents with a high level of accuracy, • Support attorneys with the intake of new matters, including conflict checks and the preparation of required forms and documentation, • Track and enter attorney billable hours daily using firm timekeeping software, • Maintain up-to-date client files both electronically and in print, in accordance with firm protocols, • Coordinate with internal departments and legal teams to ensure efficient administrative and legal support, • Prepare expense reimbursements and related documentation for submission, • Collaborate with the billing department to process monthly invoices and track receivables based on client-specific requirements, • Organize domestic and international travel, including booking accommodations, transportation, and preparing detailed itineraries, • Arrange internal and external meetings, including scheduling, room bookings, and hospitality needs, • Serve as a communication liaison by handling phone calls, emails, and client inquiries with professionalism and discretion, • Strong legal document formatting with pleadings, motions, and briefs, • Proficiency in e-filing systems and familiarity with procedures in both New York State and Federal Courts, • Excellent verbal and written communication skills, • Demonstrated professionalism and ability to interact with clients and colleagues with discretion and tact, • Ability to handle sensitive information with confidentiality, • Strong time management and multitasking capabilities, particularly under tight deadlines, • Technologically savvy, with experience in document management systems (such as iManage) and Microsoft Office Suite, • Proven ability to work independently and collaboratively within a team environment, • Bachelor’s degree strongly preferred, • At least 4 years of experience in a legal secretarial or legal administrative assistant role within a law firm setting, • Exposure to or experience supporting attorneys in Securities Litigation or Enforcement matters is a plus, • Familiarity with Bankruptcy Litigation procedures is desirableCompany DescriptionThe Bachrach Group LTD. (TBG) has been building better workforces with extraordinary talent based on specific functional experience, one position at a time, for nearly 50 years. Our commitment to sourcing top-notch talent has made us national leaders in both staffing and executive search.The Bachrach Group LTD. (TBG) has been building better workforces with extraordinary talent based on specific functional experience, one position at a time, for nearly 50 years. Our commitment to sourcing top-notch talent has made us national leaders in both staffing and executive search.

Job Description We’re seeking a candidate with 3+ years of civil litigation defense experience. The candidate must be proficient in preparing/drafting pleadings, motions, and discovery documents, as well as handling e-filing, and other duties as assigned. Candidate must also be proficient in Microsoft Office suite (Word, Excel, Outlook, PowerPoint, etc.) Qualifications · Strong organizational and communication skills · Self-starter Responsibilities: • Provide administrative support to attorneys and legal staff, • Prepare legal documents, such as pleadings, briefs, motions, and reports, • Assist with document organization and management using iManage or similar software, • Maintain client files and ensure all documents are scanned, properly filed, and organized, • Proofread legal documents for accuracy and completeness, • Assist with drafting correspondence and client communications, • Handle incoming and outgoing mail and correspondence Requirements: • Proven experience as a legal secretary or similar role, • Proficient in data entry and document management, • Strong knowledge of legal terminology and procedures, • Excellent organizational skills with the ability to prioritize tasks, • Attention to detail and accuracy in all work performed, • Strong written and verbal communication skills

Job DescriptionLegal Support Specialist (Legal Secretary)Employment Type: Full-Time, Experienced - Employer will be Greenburg Traurig Department: Legal Services CGS is seeking an experienced Legal Secretary to provide high-level administrative, clerical, and legal support for Greenburg Traurig, a large global law firm. CGS brings motivated, highly skilled, and creative people together to solve the government’s most dynamic problems with cutting-edge technology. To carry out our mission, we are seeking candidates who are excited to contribute to government innovation, appreciate collaboration, and can anticipate the needs of others. Here at CGS, we offer an environment in which our employees feel supported, and we encourage professional growth through various learning opportunities. Skills and attributes for success:- Handles scheduling and travel arrangements. Schedules court appearances, depositions, arbitrations, mediations, client meetings and conference calls; arranges business itineraries and coordinates lawyers’ travel arrangements; processes travel reimbursement, maintains calendar and due dates for lawyers as required- Sorts, reads and annotates incoming mail and documents as required. Answers phones and directs callers to appropriate persons as circumstances warrant- Types and composes general correspondence, memos, legal documents, faxes, reports, etc. from various sources. Responsible for accuracy and clarity of final copy. Ensures that all correspondence or other documentation is dispatched in a timely manner (via mail, messenger, express delivery services, etc.)- Prepares draft documents such as briefs, complaints, motions, subpoenas, summonses, using firm templates and information from attorneys. Prepares motion binders and special working binders- Coordinates multi-document filings in Federal, Circuit and State courts, including E-filings- Establishes and maintains filing and records, in both hard copy and electronic formats.- Enters lawyers’ time as needed and sends to accounting by month-end deadlines. Prepares client billing as required- Oversees and conducts document reviews; prepares documentation regarding criteria changes; tracks and reports on review progress and results- Performs analytical tasks, including preparing witness interview memoranda, reviewing and summarizing documents and deposition and court transcripts and creating and using substantive coding tools- Performs and oversees both simple and complex cite checking and proof reading of briefs and other legal documents- Assists with trial preparation, including creating trial notebooks, identifying and organizing exhibits, coordinating witness schedules, maintaining trial calendars and communicating effectively with opposing counsel and courtroom staff- Assists with printing, scanning, organizing exhibit binders, preparing UPS labels and certified letters- Assists with other department activities as needed, and performs additional duties and responsibilities as assigned Skills & Competencies:- Proficiency with rules for court document filings- Comprehension of a variety of legal court documents, including complaints, answers, rulings, judgments, affidavits, motions, appeals, table of contents/authorities, subpoenas, court dockets, reports, memos and correspondence- Strong ability to maintain high standards, use good judgment and seek out ways to contribute and anticipate needs- Strong attention to detail, organizational skills and ability to manage time effectively- Excellent interpersonal skills, communication skills and the ability to collaborate well in a team- Position also requires the ability to work under pressure to meet strict deadlines Qualifications:- Bachelor’s Degree or equivalent experience preferred- Minimum 10 years of experience in a law firm as a Litigation legal secretary/assistant- Computer proficiency in Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook, as well as document management and other office technologies, expertise in e-filing- Exceptional computer skills with the ability to learn new software applications quickly Our Commitment: Contact Government Services (CGS) strives to simplify and enhance government bureaucracy through the optimization of human, technical, and financial resources. We combine cutting-edge technology with world-class personnel to deliver customized solutions that fit our client’s specific needs. We are committed to solving the most challenging and dynamic problems. For the past seven years, we’ve been growing our government-contracting portfolio, and along the way, we’ve created valuable partnerships by demonstrating a commitment to honesty, professionalism, and quality work. Here at CGS we value honesty through hard work and self-awareness, professionalism in all we do, and to deliver the best quality to our consumers mending those relations for years to come. Contact Government Services, LLC is an Equal Opportunity Employer. Applicants will be considered without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. Join our team and become part of government innovation! Explore additional job opportunities with CGS on our Job Board: For more information about CGS please visit: or contact:Email: #CJ We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

Job Description Who you are: You are a highly motivated self-starter looking to propel your career to the next level in a thriving and collegial professional environment. Who we are: Tarter Krinsky & Drogin LLP (TKD) is an entrepreneurial, growing, and highly supportive firm located in the heart of New York City. Our position as a mid-size firm promotes a work environment that fosters relationship building inside and outside of the office. We care about each other, our clients, the work we do, and the communities in which we live. It’s the kind of environment where every employee can develop into their best professional selves, where everyone’s contributions matter, and where each employee makes a real difference right from the start. TKD is a place to challenge, share ideas, and contribute your ideas and skills as part of an exceptional team. Each day holds an opportunity to make a real impact. What the role entails: TKD is seeking a skilled and experienced Legal Secretary to join our International French Practice. This role is ideal for a proactive professional who thrives in a fast-paced environment and is committed to delivering high-quality legal administrative support. The successful candidate will provide personable, high-touch assistance to attorneys and clients, contributing to a collaborative and professional workplace culture. Essential responsibilities include: • Provide administrative support to multiple attorneys, including:, • Word processing, filing, billing, invoice review, and time entry, • Answering phones and managing daily mail, • Scheduling meetings, conference rooms, and travel arrangements, • Submitting expenses and maintaining calendars, • Faxing and document management, • Proofreading and formatting legal documents, • CRM work, and other business development research, • Foster strong relationships with attorneys, clients, colleagues, and guests, • A minimum of three (3) years of recent experience as a legal secretary, executive assistant, or administrative professional in a legal setting, • High school Diploma or equivalent required, • Fluency in French ( Spoken and written ) is required, • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe Acrobat, and legal document management systems, • Exceptional verbal and written communication skills, including proofreading, • Highly organized, detail-oriented, and dependable, • Positive attitude with a team-oriented mindset, • Strong analytical and problem-solving abilities, • Ability to manage multiple tasks and prioritize effectively, • Comfortable working with diverse clients and stakeholders, • Discreet and professional in handling confidential matters What you'll love about us: We care about your professional and personal growth. Training and developing our team members are at the heart of everything we do. We are committed to cultivating development opportunities for you and helping you achieve your targeted career goals. The firm values your unique characteristics. We foster an inclusive and diverse environment where multiple perspectives are appreciated as we understand that our employees play an intricate role in the expansion and success of our firm. Compensation & benefits: The good faith base annual salary range for this position is a minimum $55,000 to a maximum of $110,000. The actual salary rate offered to candidates within that range will depend on a variety of factors, including without limitation, years of relevant experience, applicable education/certification(s), office location, and the candidate's overall qualifications for the position as assessed by the Firm. Market and Firm factors are also considered. Our generous benefits package includes medical, dental, vision insurance; 401K, disability, life insurance, and Paid Time Off (PTO). More about the Firm: TKD is a pre-eminent full-service firm focused on serving middle-market and larger business clients. We provide high-quality personalized service based on our client’s goals. The strength of the firm lies not only in its experienced attorneys and congenial atmosphere but also in our holistic approach to law – serving businesses and individuals through commercial litigation, general corporate, real estate, construction-related matters, trust and estates, employment & labor law, as well as more specialized areas, including securities, not-for-profit and education, taxation, business-related immigration matters, international law, intellectual property, and bankruptcy, among others. Our lawyers have also garnered several prestigious recognitions for their contributions to the profession and their clients. We have been selected by Crain’s NY Business as a Best Places to Work in New York City and listed on the National Law Journal’s Hot List of the top 20 mid-sized firms in the nation. Many of our lawyers are ranked in Chambers USA and included among Best Lawyers and Super Lawyers. TKD is an Equal Opportunity Employer. We embrace equal employment opportunity and inclusiveness. We prohibit discrimination based on, among other characteristics, race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, immigration or citizenship status, age, disability, genetic information (including family medical history), political affiliation, status as a veteran or active military service member, and pregnancy and lactation accommodations, in our employment practices including, but not limited to, recruiting, hiring, and promoting. TKD will not accept unsolicited resumes from search firms for this employment opportunity. All resumes submitted by search firms to any employee at TKD via mail, email, fax, the Internet, or in any other form and/or method without a valid written search agreement in place will be deemed the sole property of TKD. TKD will NOT pay a fee for any placement resulting from the receipt of an unsolicited resume.

Job DescriptionBenefits/Perks • Careers Advancement Opportunities, • Competitive Compensation, • Provide general administrative support, • Communicate with clients and witnesses, • Welcome clients into the office and evaluate their needs, • Prepare case-specific documents, including memoranda and briefs, • Ensure that case-related documents are well organized and available for review, • Attend court sessions and record important information, • Maintain and update documentation Qualifications, • Must be fluent in Spanish, • Strong verbal and written communication skills, • Highly organized with document management experience, • Excellent research skills, • Comfortable Microsoft Office and case management software, • Ability to multitask and work well under pressure

Job Description Litchfield Cavo LLP is a premier insurance coverage and litigation defense law firm founded in 1998 on one principle—client service comes first. Our attorneys operate out of 23 offices, serving clients in more than 35 states nationwide. Collectively, we are a resource of experienced trial attorneys providing creative and responsive service. Our New York City office is growing and actively seeking a Legal Secretary interested in growing their career among our team of staff and attorneys, who value and foster open and honest communication, and act with integrity and professionalism. Litchfield Cavo offers a competitive compensation plan and an excellent benefits package in a dynamic work environment that provides substantial opportunities for professional development. The salary range of $63k - $68k is commensurate with experience. OPPORTUNITY | Legal Secretary Litchfield Cavo has 23 offices nationwide, and our New York office is growing. Our busy insurance defense practice attorneys seek a well-rounded, highly-motivated, experienced civil defense litigation Legal Secretary with at least five to seven years of experience to support our insurance litigation defense practice. This is an exceptional opportunity to handle a variety of legal and administrative responsibilities with a forward-thinking firm in an expanding office. SKILLS and ABILITIES The following are representative of the knowledge, skill or ability the candidate must possess or demonstrate to succeed under the direction of the partner(s): · demonstrated knowledge of electronic filing requirements of state and federal courts in NY; · experience supporting attorneys who produce a large-volume of work; · ability to consistently produce and deliver quality work products; · demonstrate ability to manage multiple projects with competing deadlines in a very busy legal environment; · organize, prioritize and implement tasks with strong attention to detail; · work proactively, independently and as part of a team; · remain self-directed, self-motivated and work effectively under tight time constraints; · provide clear written and verbal communications; · maintain professional demeanor and a positive attitude with attorneys, colleagues and vendors as needed; · demonstrate proficiency with MS Office including Word, Excel, Outlook and PDF maker (Nuance or Adobe Pro); demonstrated efficiency navigating the internet; · iManage document management experience a plus; · knowledge of client billing activities, i.e., billing submission and appeals; · normal admin duties such as opening files, keeping files in order, travel arrangements, expense reports, etc. · familiar with keeping attorney’s calendar, docketing court dates, etc. To apply, please email your resume or apply through link. Our Firm provides a current technology, ongoing training, experienced support staff and full-time IT and marketing departments. Litchfield Cavo LLP supports and encourages workforce diversity. We are an equal opportunity employer and provide equal opportunity to qualified individuals regardless of race, color, religion, national origin, age, gender, gender identity or expression, marital status, sexual orientation, ancestry, physical or mental disability, veteran status or any other legally protected class in accordance with all applicable laws.

Job Description *Applicants MUST submit a cover letter with resume to be considered. *This position will require in-office presence. Hybrid work schedules may be possible based on specific job duties and consistent with ESD policy. *Minorities, women, and individuals with disabilities are encouraged to apply. Please contact Human Resources if you require an accommodation. BASIC FUNCTION: Serves as Deputy to the Legal Department’s Executive Vice President and General Counsel. Advises on corporate transactions and initiatives. Drafts and advises on legislation and policy. Manages and supervises legal and corporate secretary staff. Assist General Counsel with the administration of the Legal Department. WORK PERFORMED: • Counsel ESD officers and staff on law, litigation, policy formulation, legislation and administration, and specific project-related matters., • Handle special projects and initiatives, and miscellaneous matters as determined by the Executive Vice President and General Counsel, including document drafting and negotiations., • Oversee subsidiary and affiliated entity matters as directed by the General Counsel, including those of the New York Job Development Authority and the Department of Economic Development., • Coordinate with staff, counsel and management of UDC’s sister agencies, authorities and the Executive Chamber., • Supervise and assist outside counsel and other consultants on litigation, environmental and project-related matters., • Supervise the work of the legal staff, including senior counsel, corporate secretaries, legal assistants and administrative assistants; train new members of the department., • Promote effective and efficient interaction among interdisciplinary team members for the origination, approval, closing and ongoing management of projects., • Draft and review legislation and regulations., • Oversee legal aspects of Corporation procurements MINIMUM REQUIREMENTS: Education Level required: J. D. or LLB from accredited law school; admission to New York State Bar. Relevant experience required: Minimum of ten years’ experience; in-house, law firm (corporate), and/or prior governmental experience (economic development) desirable. Knowledge required: General knowledge of law and legal concepts, corporate law, real estate development and public finance.

Job Description Job Title: Litigation Legal Secretary (Insurance Defense) Location: New York, NY 10022 Salary/Payrate: $70K-$95K annually and AWESOME benefits!!! Work Environment: Hybrid (2 of days WFH AFTER initial training period) Term: Permanent / Fulltime Bachelor’s degree required: Yes / No Referral Fee: AMS will pay $500 should the person you refer gets hired JOB DESCRIPTION #LI-KG1 The Legal Secretary performs complex and specialized secretarial and administrative duties related to the specific work and function of the attorneys to whom assigned. Keeps professional office environment organized and provides excellent client/customer service. Duties and Responsibilities: • Prepares, edits and files documents, including but not limited to, letters, memoranda, pleadings, motions, discovery, agreements, subpoenas and other legal documents as required by the practice area., • Files documents with the courts, including e-filing. Transcribes from electronic dictation program, tapes and/or handwritten documents., • Updates and maintains databases that include e-mail lists, iCreate info and client matter lists., • Reads, distributes and electronically files incoming mail for assigned attorneys., • Opens new files, checks conflicts of interest, maintains client and general files., • Conducts periodic review of files for possible closure/off-site storage., • Greets clients and visitors. Maintains professional appearance and demeanor., • Maintains good public relations and customer service with clients., • Maintains confidentiality of attorney-client relationship., • Establishes and maintains calendar and deadline reminder systems., • Records court dates, deposition dates, etc. Works with attorneys, secretaries and docketing personnel to ensure accuracy of calendar., • Schedules appointments and makes business travel arrangements., • Communicates with other administrative support by apprising of deadlines, attorney travel plans, etc., • Other related duties and special projects as assigned. Qualifications and Prior Experience: • Minimum of five plus years of legal litigation secretarial experience is required, preference is given to those with experience in Insurance Defense. Applicants without this experience will not be considered., • High organizational skills are required., • Knowledge of or ability to learn office procedures, rules and regulations. Knowledge and competency of computer programs and relevant software applications including Outlook, Word, Excel, PowerPoint and Adobe. Knowledge of State and Federal court rules (including e-filing) and local rules where applicable, pertaining to litigation requirements and practices., • Ability to effectively and accurately communicate orally and in writing; correctly apply departmental rules, complex regulations and procedures; maintain a high degree of confidentiality and attention to detail; work well under pressure and time sensitive situations; proofread and perform editing of routine law office documents; transcribe legal documents, correspondence and reports from written drafts or dictation at a level of 70 wpm; organize and prioritize numerous tasks and complete them under time constraints; solve problems and work well within a team environment; periodically incur overtime in order to perform the essential duties of the position., • Interpersonal and customer service skills necessary to professionally communicate with and effectively follow instructions from a diverse group of clients, external entities, attorneys, management and staff., • Current hybrid schedule requires the ability to come into the Manhattan-based office at least 3 times per week.

Job Description Job description: Our client is seeking an experienced Legal Secretary to provide high-level support to attorneys and paralegals across our Corporate and Transactional practices. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Key Responsibilities: • Provide administrative and secretarial support to attorneys and paralegals., • Draft, edit, and proofread complex financial and transactional documents., • Manage attorney calendars, schedule meetings, and coordinate travel (domestic and international)., • Handle new business intake, expense reports, time entries, and client billing., • Prepare and maintain paper and electronic client files in compliance with firm policies., • Coordinate internal meetings and business development activities., • Answer and direct client calls and emails with professionalism., • 3+ years of legal secretarial experience in a law firm setting, supporting multiple attorneys., • Strong knowledge of corporate transactional and closing processes., • Proficiency in Microsoft Word, Outlook, Excel, and Adobe., • Excellent written and verbal communication skills., • Highly organized, detail-oriented, and able to work under pressure to meet strict deadlines., • Bachelor’s degree preferred. We are looking for a personable, professional candidate who thrives in a high-volume, client-focused environment and takes pride in delivering exceptional support. Job Type: Full-time Benefits: • 401(k), • Dental insurance, • Health insurance, • Life insurance, • Paid time off, • Vision insurance Company DescriptionLawyers on Demand, a Consilio company, is a global leader in legal staffing, eDiscovery, risk management, and legal consulting services. The company supports multinational law firms and corporations by providing identifying and sourcing talented individuals for staffing needs, using innovative software, combining deep legal and regulatory industry expertise and excellent client service.Lawyers on Demand, a Consilio company, is a global leader in legal staffing, eDiscovery, risk management, and legal consulting services. The company supports multinational law firms and corporations by providing identifying and sourcing talented individuals for staffing needs, using innovative software, combining deep legal and regulatory industry expertise and excellent client service.

Job Description Job Title: Legal Secretary (Finance and Transactions) Location: New York, NY 10019 Salary/Payrate: $80K-$95K annually and AWESOME benefits!!! Work Environment: Hybrid (2 days WFH) Term: Permanent / Fulltime Bachelor’s degree required: Preferred Referral Fee: AMS will pay $500 should the person you refer gets hired JOB DESCRIPTION #LI-CB1 This position provides support to attorneys and paralegals resulting in a high level of client service; document processing and editing; editing complicated financial transaction documents; managing travel arrangements; processing of new business intake; preparing and submitting attorney expenses; inputting attorney time entries; preparing intricate client billing along with managing billing timeline; responding to client inquiries via phone and email; arranging meetings and conferences for internal groups and related to business development activities; coordinating calendars; monitoring incoming mail and e-mails; maintaining and updating client files and other tasks. As a Legal Secretary, your duties will include but not be limited to: • Prepare and revise, format and finalize a wide variety of legal documents, • Accurately enter attorney time into timekeeping system to meet daily/weekly deadlines, • Establish and maintain paper and electronic client and administrative files in compliance with current Firm policies, • Interact on a daily basis with departments within the Firm to facilitate highest possible legal support, • Prepare and submit expense reports, • Work closely with Accounting Department staff to prepare client billings and receivables to meet client billing format and reporting requirements, • Proficiency with making and managing travel arrangements with assistance of travel agency to ensure all aspects of travel are made accurately and communicated effectively for extensive travel both in the U.S. and abroad (i.e., air, hotel, car, train, meeting rooms, travel memberships accounts and the like), • Answer, screen and place phone calls to clients and other business associates and respond to client inquiries, • Open, review and route mail as directed, • Provide assistance to other Legal Secretaries within Firm whenever necessary to meet Firm and client needs Qualifications & Required Experience: • Knowledge of corporate transactional and closing processes, • Advanced knowledge in formatting briefs, pleadings and other litigation documents, • Knowledge of e-filings, New York and Federal Court procedures, • Knowledge of legal terminology, • Excellent written and verbal communication skills, • Ability to deal courteously and effectively with others, • Ability to read, interpret and follow instructions, • Ability to work core business hours with flexibility for overtime, as required, • Personable, professional, detailed-oriented and a problem solver, • Able to prioritize tasks in a high-pressure environment, • Strong organizational skills combined with the ability to work independently and be resourceful with problem solving, • Bachelor’s degree preferred, • Minimum of five (5) years of legal secretarial experience in a law firm environment working with multiple attorneys required., • Position also requires the ability to work under pressure to meet strict deadlines, • Knowledge of Finance & Transactions preferred

Job Description Our client, a premier boutique IP litigation firm, is seeking an experienced IP Legal Assistant to support partners in its Short Hills, NJ office. The ideal candidate will have strong experience supporting intellectual property litigation matters. Key Responsibilities • Prepare document shells and litigation filings, • Maintain docketing and calendaring systems, • Assist with expense reports and billing support, • Arrange attorney travel and scheduling, • Provide comprehensive administrative support to partners Experience • 3+ years of legal secretary or legal assistant experience, preferably in an IP litigation environment, • Strong preference for intellectual property litigation experience (patent litigation experience is a plus), • Will consider candidates with federal litigation experience if IP-specific experience is limited, • Proficiency with docketing and calendaring systems (e.g., CourtAlert, eDockets, Docket Navigator), • Experience preparing and formatting litigation documents, including shells, PDFs, and e-filings, • Familiarity with federal court rules and deadlines; experience with PACER and ECF, • Strong MS Office skills (Word, Outlook, Excel, PowerPoint), • Ability to prepare expense reports, manage billing tasks, and coordinate attorney travel, • Exceptional organizational skills with strong attention to detail and accuracy

Job DescriptionAscension Global Staffing & Executive Search, a Hispanic Women Owned & Operated National Recruiting Firm stands at the forefront of innovation and excellence. Led by a visionary team with a deep commitment to diversity and inclusion, our firm is dedicated to identifying and attracting top talent across the nation. With a unique blend of cultural insight and professional expertise, we pride ourselves on creating an environment that fosters success for both employers and candidates.Ascension Global Staffing is seeking a Corporate Legal Assistant/Legal Secretary for its client's New York office.We are looking to hire at least 8 legal secretaries with varying levels of experience (anywhere from 2-10+). We are not looking for paralegals, EAs, office managers, etc. We prefer candidates with strong corporate experience (or a combination supporting corporate/litigation practice groups) – although we’ll consider litigation-specific legal secretaries, we want to be clear that this role will be highly administrative with repetitive tasks, etc. Hours: 9:30-5:30 (35 hours per week) *Please note: the preferred hours for are up above, however, we are open to considering candidates seeking a schedule of 9-5 (we are not interested in candidates looking to start at as early as 8 or 8:30, must be available to stay until 5 or later). Please ensure that you are aware of the attendance requirement for this role. If a role has remote work flexibility, the minimum number of days in-office per week is noted below.All positions are full-time and require five days in the office. This position offers the privilege of flexibility, with a minimum of four days in the office per week. Regular, reliable attendance is expected and required. Additional hours may be required during periods of heavy workload. Flexibility is required in the daily work schedule to accommodate lawyers and general Firm requirements. In addition, for this position, ideally candidates are able to start 100% onsite for initial training/onboarding purposes (approximately the first 90 days). Non-Exempt: eligible for overtime (though not expected to be significant) Start Date: ASAP Target salary range (information on job description): $63,000 - $123,000 located in New York Highlight: The NY office is scaling up with new partners joining the firm (in various practice group areas). This means we are in need of additional support resources. We are looking for strong, goal-oriented individuals who are eager to add value and contribute to the success of our firm. Ideal candidate: *Beyond traditional administrative support responsibilities, candidates need to be effective at building and maintaining relationships *Highly responsive and communicative *Energetic, hardworking, resourceful, proactive *Able to work in a fast-paced environment *Quick learner, highly organized, able to anticipate needs, outside of the box type of thinker Highly preferred: *Previous law firm experience (small, medium, or large-sized firms), or some sort of professional services industry experience Selling points: *Direct communication and engagement with partners, clients, and leadership at all levels *Highly respectful and collegial office environment *Internal opportunities for growth and advancement *Security, stability Interview process: *Two rounds of interviews (likely onsite, will confirm in our request) *The first round interview will include a skill assessment. Details are included below. Please review this information and ensure that anyone working directly with your candidate is aware of these details and provides information to your candidate if they are selected to interview during the noted round. Our client's recruiting process will include a skill assessment as part of the first round interview, and will consist of typing, proofreading, filing, Word, Excel, PowerPoint, and Outlook. The candidate will have 90 minutes to complete the assessment and it will be administered remotely. The assessment link will be sent to you via email and must be completed in one session utilizing a laptop or desktop computer. The assessment is generally scheduled to be completed before the interview, and we will provide a due date based on your candidate's availability. After your candidate receives the assessment link, the assessment can be completed at any time before or on the due date.

Job DescriptionJoin a Leading Dental Organization & Transform Your Career! Affinity Dental Management, a premier dentist-run dental organization, provides comprehensive practice management and administrative support services to practices throughout the northeast United States. Our mission is to empower dental professionals, enhance patient care, and stay at the cutting edge of dental medicine. Our entire team is focused on providing cutting edge ideas, mentorship, training, and shared learning to dental professionals in a progressive and exciting industry. Our goal is to help our clients do what they love, which is focus on growing their practices and meeting the needs of their patients, while spending less time on business-related matters. Established in 1999, we are one of America's fastest-growing private company 5 years in a row. We have 45 practices across the northeast United States: NY, MA, CT, and VT. We offer exciting career options and professional growth opportunities in a collaborative, challenging work environment. If you excel in a fast-paced environment and are seeking a dental front desk opportunity in a forward thinking, growing niche, we invite you to learn more about our organization. Don't see an open Dental Receptionist role? Apply today and when we have an opportunity that aligns with your interest and background, we'll be in touch! Why Join Affinity Dental Management? • Competitive pay, • Health benefits package: medical + vision + dental + 401K + life ins. + disability, • Offered after 30 days, • Offered to full-time employees 30+ hours, • Paid time off: 3 weeks + 8 holidays, • Opportunities for growth & advancement Responsibilities: • Operate telephone system, answer, screen and forward calls, provide information, take messages and schedule appointments, • Greet visitors and callers, handle inquiries, and direct them to appropriate persons, • Learn and operate new office technologies as they are developed and implemented, • Use scripts effectively both over the phone and in person (as assigned), • File and maintain records, sort and distribute mail, and handle courier deliveries, • Input data into the computer, ensuring accuracy and efficiency, • Provide information about the practice, such as location of offices, employees within the organization, or services provided, • Transmit information or documents to patients using computer, mail, or facsimile machine, • Balance credit transactions and provide basic financial clerical support duties, • Present cases to patients and maintain professional demeanor Requirements: • High school diploma, • Accurate typing at 40 words per minute, • Minimum of one year of office experience in a dental practice, • Preferred two years of experience, • Knowledge of dental software (ie. Dentrix, Denticon) is preferred Interview Process: • 1 virtual/phone interview & 1 in-person interview Affinity Dental Management, as an equal opportunity employer committed to fostering a diverse and inclusive workforce, welcomes applications from qualified candidates of all backgrounds. We will assess all eligible applicants for employment without discrimination based on race, color, religion, sex (including gender identity, sexual orientation, and pregnancy), national origin, age, disability, or genetic information or other characteristics protected by law. Salary ranges are subject to vary based on location and individual qualifications; details specific to compensation will be disclosed during the recruitment process. All candidates' employment is contingent on successful completion of a background check, reference check, and employment verification. {Dental Receptionist, Dental Office Administrator, Dental Office Receptionist, Front Desk Coordinator - Dental, Dental Administrative Assistant, Dental Office Front Desk Coordinator, Dental Secretary, Front Office Dental Receptionist}

Job Description JOB-18945 Executive Secretary-081RY Duties: -Provide a valuable source of new perspectives and potential optimization suggestions for improving the recruitment process. • Focus on implementing suggestions that are both practical and likely to deliver significant improvements., • Create a clear plan for implementing the chosen suggestion, including timelines and responsibilities., • Conduct interviews for temporary employees., • Coordinate interviews for potential hires., • Assist with the recruitment and onboarding of new employees by submitting all technical requests to IT and ordering necessary equipment such as desk phones, laptops, and nameplates for new hires., • Complete all administrative tasks required for year-round intern hiring process. The process includes scheduling interviews, sending correspondence, uploading documents to RMS, completing appointment forms, and other tasks., • Supervise clerical staff. Assign work; identify and address performance issues; communicate performance issues to supervisees with reports that provide feedback; develop performance improvement plans as needed., • Supervise mail review, sorting, and distribution to the assigned Assistant Attorney General (AAG)., • Supervise clerical staff assisting with mailings. Assist with mail merges as needed., • Serve as Bureau's point of contact for the agency for major projects or other agency-wide communications., • Request court reporter/videographer using Veritext., • Coordinate translation and interpretation services., • Report all service issues for six (6) office printers. Receive ordered parts and replace them., • Serve as the point person for the receipt and distribution of Class Action Fairness Act (CAFA) notices, Labor Law Section 215 notices, and other notices sent by the public to the Labor Bureau., • Coordinate room reservations for meetings and subpoena hearings., • Ensure that all visitors are added to the security list for office clearance., • Communicate with the public and other parts of OAG to resolve issues with mail or court documents., • Maintain and update Bureau SharePoint which includes: posting calendars, AODs, organization charts, directory, and Labor Bureau Press releases., • Create and modify documents using Microsoft Office, Adobe Pro, and other programs., • Post Labor Bureau AODs to office’s public website and shared folder., • Manage non-compete intakes and enter the information into NYMatters., • Handle phone intakes and input the details into NYMatters. Assign intakes as needed., • Provide administrative support to Bureau Chief and Deputy Bureau Chief such as scheduling meetings (examples include but are not limited to) i.e. new employee interviews, & subpoena hearings., • Prepare agendas for meetings., • Ensure that supervisors are reminded of the deadlines for performance evaluations for competitive employees., • Schedule all travel arrangements for Bureau Chief, Deputy Bureau Chief, Section Chiefs, AAGs, and administrative staff., • Utilize SFS website to submit travel receipts and other documents for approval and reimbursement of travel cards., • Coordinate office equipment and administrative needs with IT and Administration., • Communicate administrative/building issues with NYCAdminOp., • Utilize the PAM database to archive documents. Search Archives in PAM and reach out to Records to confirm receipt of FOIL r, • Archiving and filing closed case files and WC cases., • Attend meetings with the Admin Bureau contacts., • Coordinate with the Office Assistant to order supplies from the warehouse to maintain an adequate inventory., • Deliver and collect time-sensitive items from the print shop while managing the attorney's office, mailroom, and other departments within the Office of the Attorney General (OAG)., • Prepare cover letters, fax cover sheets, and envelopes for mailing attorney correspondence., • Draft office policies and procedures for the handling and distribution of mail and faxes.Company DescriptionEstablished in 2005, Knowledge Builders Inc. (KBI) offers a wide range of services, including Information Technology Consulting, Administrative and Health Care Staffing solutions, Payrolling, and Call Center services to organizations of all sizes, including both private companies and governmental entities. KBI is a certified Woman-Owned Business Enterprise (WBE) recognized by New York State, New York City, and the Port Authority of New York and New Jersey. Our extensive consultant placements cover a variety of roles, from Technical Architects and Specialists to Developers, Project Managers, Analysts, Executive Secretaries, Nurses, Dietitians, Paralegals, Computer Operators, Food Preparation Workers, and many other occupations. To date, KBI has successfully placed over 1,000 consultants across more than 100 private sector companies and public sector agencies in New York State and throughout the country. We are dedicated to recruiting candidates who consistently exceed our customers’ expectations.Established in 2005, Knowledge Builders Inc. (KBI) offers a wide range of services, including Information Technology Consulting, Administrative and Health Care Staffing solutions, Payrolling, and Call Center services to organizations of all sizes, including both private companies and governmental entities. KBI is a certified Woman-Owned Business Enterprise (WBE) recognized by New York State, New York City, and the Port Authority of New York and New Jersey.\r\n\r\nOur extensive consultant placements cover a variety of roles, from Technical Architects and Specialists to Developers, Project Managers, Analysts, Executive Secretaries, Nurses, Dietitians, Paralegals, Computer Operators, Food Preparation Workers, and many other occupations. To date, KBI has successfully placed over 1,000 consultants across more than 100 private sector companies and public sector agencies in New York State and throughout the country.\r\n\r\nWe are dedicated to recruiting candidates who consistently exceed our customers’ expectations.

Job Description We are seeking a Secretary to join our team! You will perform clerical and administrative functions in order to drive company success. Responsibilities: • Draft correspondences and other formal documents, • Plan and schedule appointments and events, • Greet and assist onsite guests, • Answer inbound telephone calls, • Develop and implement organized filing systems, • Previous experience in office administration or other related fields, • Ability to prioritize and multitask, • Excellent written and verbal communication skills, • Strong attention to detail, • Strong organizational skills, • Experience with Quickbooks

Job Description Executive Office Secretary & Scheduling Coordinator Overview We are seeking an experienced, highly organized, and proactive Executive Office Secretary & Scheduling Coordinator to manage the critical administrative and logistical functions across four key operational areas: Manhattan, Midtown, Brooklyn, and Northern New Jersey (Bergen & Hudson Counties). This role is essential for maintaining efficient field operations and ensuring exceptional customer experience in a fast-paced, high-stakes environment. The ideal candidate will have a minimum of three (3) years of prior experience in the pest control industry and must excel at multitasking, client communication, and complex scheduling. This role reports directly to the owners, Lisbeth and Luis. Key Responsibilities Scheduling and Dispatch Coordination (Core Function) • Centralized Scheduling Oversight: Serve as the primary point of contact for all inbound scheduling and dispatching across the four represented service areas (Manhattan, Midtown, Brooklyn, Bergen/Hudson Counties)., • Technician Coordination: Proactively manage the daily and weekly appointment calendars for a team of field Pest Control Technicians, optimizing routes and scheduling to maximize efficiency and minimize travel time in dense urban and suburban areas., • Emergency Response: Field and prioritize urgent/emergency calls and dispatch the nearest available technician while communicating clear expectations to the client., • Appointment Setting: Coordinate initial service appointments, follow-up visits, and preventative maintenance schedules, ensuring all appointments are confirmed with the client. Client and Administrative Support • High-Volume Call Management: Answer and manage a high volume of incoming calls, addressing client inquiries, resolving basic service questions, and providing reassurance in situations involving sensitive pests (like bed bugs)., • CRM/Database Management: Maintain and update the customer relationship management (CRM) system with accurate, detailed notes on client communication, service history, and payments to ensure proper credit for sales and services., • Owner Support: Provide direct administrative support to owners Lisbeth and Luis, including managing specific communications and running operational reports as requested., • Office Supply Management: Order and manage essential office supplies and internal documentation for the central administrative functions. Financial and Follow-Up Duties • Payment Processing: Process client payments taken over the phone or submitted by technicians in the field, ensuring seamless and accurate financial transactions., • Receipt Issuance: Promptly issue electronic or hard copy receipts for all services rendered., • Follow-Up Management: ( Customers contact us after 30 days of treatment ) Required Qualifications and Skills • Experience: Minimum of 3 years of dedicated administrative, scheduling, or dispatch experience within the Pest Control Industry (experience with bed bug scheduling is highly desirable)., • Geographical Knowledge: Proven familiarity with the geographical logistics, traffic patterns, and unique building structures of Manhattan, Midtown, Brooklyn, Bergen County (NJ), and Hudson County (NJ)., • Multitasking & Prioritization: Exceptional ability to manage multiple competing tasks, prioritize emergency situations, and maintain calm under pressure., • Communication: Excellent verbal and written communication skills with a professional and empathetic phone demeanor, critical for handling stressed or sensitive client calls., • Technical Proficiency: Proficiency in modern office software (e.g., Microsoft Office Suite), • Accountability: Proven comfort and ability to support the scheduling needs of all four entities while reporting to the primary owners. Company DescriptionOur goal is to ensure the complete satisfaction of every customer we contact with knowledgeable and friendly service at competitive rates. Our hope is that you’ll feel confident in our ability to meet all your expectations and know that you are always our number one priority. Our NYC & NJ Pest Control branches take pride in satisfying your needs. Please feel free to contact us should you need any type of pest control services.Our goal is to ensure the complete satisfaction of every customer we contact with knowledgeable and friendly service at competitive rates. Our hope is that you’ll feel confident in our ability to meet all your expectations and know that you are always our number one priority. Our NYC & NJ Pest Control branches take pride in satisfying your needs. Please feel free to contact us should you need any type of pest control services.

Job Description Job Opening: Secretary for Ecommerce Website We are currently seeking an organized and detail-oriented individual to fill a secretarial position for our ecommerce website. The ideal candidate will be proficient in computer programs such as Microsoft Excel and Office, and eager to learn how to navigate our backend systems. Responsibilities include: • Secretarial duties (sorting files and documents), • Writing checks, • Charging credit cards, • Keeping financial records and books Please email your resume to We look forward to hearing from you! Company DescriptionWe are an Ecommerce company with a purpose. Helping the homeless population access fairly priced clothing and general merchandiseWe are an Ecommerce company with a purpose. Helping the homeless population access fairly priced clothing and general merchandise

Job DescriptionWe are looking for an organized and detail-oriented Administrative Coordinator to manage a variety of essential tasks that keep our operations running smoothly. In this long-term contract position, you will play a pivotal role in ensuring compliance, supporting team processes, and maintaining accurate records. This role is ideal for someone who thrives in a structured environment and enjoys problem-solving in administrative workflows. Responsibilities: • Ensure timely filing of DBAs and maintain communication between internal teams., • Keep all Secretary of State filings updated and compliant with regulations., • Manage tasks related to office applications and systems., • Coordinate onboarding and offboarding processes for team members., • Maintain orientation trackers and compliance training records to ensure accuracy., • Collaborate with the tech team to facilitate seamless software communication., • Organize, archive, and track important documentation for easy retrieval., • Monitor invoices and payment schedules to ensure timely processing., • Support business registration and state-level filings, coordinating with external agencies as needed., • File reports related to unclaimed property and manage updates to office addresses, officer information, and other related changes.• Proven experience in administrative support or coordination roles., • Strong organizational skills and attention to detail., • Proficiency in managing compliance trackers and documentation systems., • Ability to effectively communicate and collaborate across teams., • Solid understanding of invoice tracking and payment schedules., • Familiarity with business registration processes and state-level filings., • Knowledge of software tools used for administrative tasks and communication., • Problem-solving skills to address discrepancies and improve workflows.

Job Description Status: Full-Time Compensation: $25.00-$28.00/hour Schedule: Monday – Friday, 35 hours/week Location: Queens, NY Queens Community House (QCH) provides networks of programs for children, youth, and, older adults throughout the diverse population of Queens. Our mission is to provide individuals and families with the tools to enrich their lives and build healthy, inclusive communities. We welcome amazing individuals who have diverse backgrounds and experiences, are inspired by our mission, and are highly motivated to change lives. Position Overview: We are seeking a skilled Administrative Assistant to provide high-level support to senior management and ensure smooth day-to-day office operations. This role requires strong organizational skills, attention to detail, and the ability to thrive in a fast-paced, multi-site environment while managing multiple priorities and confidential information. Key Responsibilities: • Provide direct administrative support to senior managers, directors, and executive staff, maintaining confidentiality and professionalism at all times., • Manage phone calls, schedule appointments, coordinate calendars, and plan meetings., • Prepare, review, and generate reports and presentations to support decision-making and operations., • Track and update project timelines, deliverables, and follow-ups to support effective project management., • Draft and review communications, including emails, memos, and informational materials., • Review and optimize office policies and procedures, including documentation and filing systems., • Meet and assist visitors, providing a professional and welcoming environment., • Monitor and update outgoing communications, including flyers and brochures in designated areas., • Respond promptly to inquiries and ensure seamless coordination of office and operational needs., • Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint) and advanced Excel skills for reporting and data tracking., • Experience preparing and analyzing reports to support operational and strategic goals., • Strong project management abilities with the capacity to track deadlines, coordinate tasks, and drive completion of initiatives., • Demonstrated experience working directly with executive leaders and senior management., • Excellent verbal and written communication skills with a professional demeanor., • Strong organizational, problem-solving, and time management skills; ability to work independently and prioritize multiple demands., • Familiarity with office equipment such as printers and copiers. Medical, dental, and vision insurance. * Life insurance and Flexible Spending Accounts (FSA). * Paid Family Leave, with QCH supplementing NYS Paid Family Leave benefits to ensure full pay during approved leave. * 403(b) Retirement Plan. * Generous paid time off. * Paid federal holidays. * Ongoing professional development, training, and networking opportunities. Commitment to Diversity and Inclusion: Queens Community House is an Equal Opportunity Employer and welcomes candidates from all backgrounds. We do not discriminate based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, veteran status, or any other protected category under federal, state, or local law. QCH is a Drug-Free Workplace. We are a mission-driven, passion-led organization committed to enriching the lives of the communities we serve.

Job DescriptionDescription: The Floating Hospital Foundation is seeking a savvy candidate to join its organization as the Administrative Assistant of its fundraising Foundation. The Foundation is a relatively new entity for the Hospital, which is focused on major fundraising from a variety of sources to carry out the Hospital’s mission, offering essential care to those in need. Experience working a busy desk for multiple stakeholders is a must, and experience in sales/fundraising is a plus. The successful candidate selected for this role will work out of the Foundation’s Manhattan offices, located at 950 Third Avenue, visiting other sites as needed. Founded in 1866, The Floating Hospital, is one of the last remaining charity hospitals in New York City. Our commitment is the same as it was 159 years ago: unrestricted healthcare to all who walk through our doors, regardless of identity, insurance status, or the ability to pay. We welcome individuals of all ages, from infants, school-age children (5+), youth and adults. The Floating Hospital is a Federally Qualified Health Center and the largest provider to homeless families living in family shelters and domestic violence safe houses throughout all five boroughs. Helping those less fortunate matters. Uprooted families with few resources rely on The Floating Hospital for more than healthcare, including clothes, food, and even hygiene products and diapers. You will be joining a small team helping the most forgotten and hidden segments of society. Essential Functions: • Enters data on the CRM functions for fundraising and communications (currently SALSA) including maintaining accurate donor files, data entry, quick data pulls, data clean-up, troubleshooting database issues, etc. Reconciles reports with bookkeeper periodically and in preparation for quarterly treasurer’s report., • Processes donations and prepares acknowledgement/Thank You letters. Maintains tracking documents for fundraising initiatives., • Manages Outlook and other calendars for Foundation staff., • Conducts in-depth donor prospect research on individuals, prospective Foundation board members, corporations, and in-kind donors; other research as needed., • Works with the Director, Special Events, on project-related items such as events, mailings, etc., • Schedules meetings with donors, board members and other funding partners, as well as for board meeting preparation and follow-up. Conducts board meetings via Zoom, organizes refreshments when required, writes minutes and works with board secretary to present to approval to the board. Maintains board member’s give/get reports., • Provides excellent customer service and problem solving for Foundation staff, Foundation Board members, donors and volunteers., • Supports Foundation board and committee members to ensure they have information and materials needed to fulfill their duties., • Ensures volunteers are accurately coded as such in CRM, manage communication flow to volunteers, coordinates events and drives with the Health Education team. Is present and on site for events involving volunteers including on evenings and weekends., • Supports foundation board member’s individual fundraising initiatives where appropriate., • Edit/proofreads, and occasionally drafts correspondence including, but not limited to, appeals, acknowledgement and stewardship letters, and corporate and in-kind donation gift proposals, and, as needed, materials for funders., • Updates organizational information on third-party charity evaluators such as Candid/GuideStar., • Supports cross-functional foundation and hospital activities when related to fundraising. Requirements: High school diploma or equivalent with at least two years of experience working as an Administrative Assistant. Prior experience working with a CRM (SALSA, Salesforce, Raiser’s Edge) required. Must be extremely well organized and proficient with Microsoft Office 365 (Outlook, Excel, Word); must be able to successfully schedule events and meetings and manage multiple calendars.

Job DescriptionDescriptionOverview The Administrative Assistant will provide administrative support to the Vice President of Branch Programs and Services. The incumbent will be responsible for calendar management, including scheduling meetings in collaboration with other Administrative Assistants and Coordinators across the library. Also, the incumbent will work very closely with the Vice President as well as the Directors and Associate Directors on special projects and other ad hoc projects. Some expectations for this role are that within 1 month, this person will: • Meet and greet to build relationships with members of the Branch Programs and Services Department as well as other Administrative Assistants and Coordinators across the Library, • Begin training to use G-suite office: Gmail, Google Docs, Calendar, Spreadsheet, Forms, Presentation, and Workday., • Built and worked in partnership with other administrative assistants and coordinators across the library, • Trained in and familiar with using database or project management software used at the library, • Have completed training in the following areas: utilizing the calendar management in the office suites as well as composing documents, • Trained in managing purchasing and reimbursement transactions, generating expense reports, and other financial transactions, • Acclimated and familiar with the Lair and understand the nature of the department including the mission and purpose., • Produce letters, memoranda, presentations, reports, etc. as necessary; proofread documents for appropriate grammar, punctuation, and spelling, • Draft and distribute general e-mails to mass groups regarding departmental updates, guidelines and other pertinent information, • Coordinate the collection, compilation and distribution of various reports, forms and other documents, • Develop and maintain a robust user-friendly paperless filing system, • Serve as the recording secretary at various meetings, • Execute special ad hoc projects as needed, • Communicate and correspond clearly and efficiently with internal and external colleagues, • Assist in monitoring department budgets and expenses, • Manage purchasing, reimbursement, expense reports and other financial transactions for the VP’s office, • Minimum of 2 years experience working as an administrative assistant or related position (preferably in a public library, cultural organization, or non profit organization), • Impeccable written and oral communication skills, • Excellent research writing, editing and proofreading skills, • Strong time management skills with the ability to handle multiple concurrent projects and assignments with a high degree of accuracy and attention to detail to meet deadlines in a high pressure environment with minimal supervision, • Must be flexible, proactive, resourceful and efficient with a high degree of professionalism and discretion, • Handle sensitive information with care and judgment More...Core Values All team members are expected and encouraged to embody the NYPL Core Values: • Be Helpful to patrons and colleagues, • Be Resourceful in solving problems, • Be Curious in all aspects of your work, • Be Welcoming and InclusiveWork Environment, • Office setting, • Public library setting, • OutdoorsPhysical Duties, • Limited physical effort is required Union/Non Union Non-Union FLSA Status Non-Exempt Schedule • Schedule 9 am to 5 pm, Monday through Friday, some evenings and weekends as required

Job Description We are seeking a highly organized, proactive, and resourceful Executive Assistant to support an owner that works with a few companies in the construction and service industries. The ideal candidate will have strong construction office experience, excellent communication skills, and the ability to manage a fast-paced, dynamic workload. This role requires someone who can anticipate needs, coordinate across multiple businesses, and ensure the executive’s day-to-day operations run smoothly. Responsibilities: • Handle administrative needs of Executive, • Arrange conference calls and meetings, • Plan work-related travel details, • Receive visitors, • Maintain and order supplies, • Manage and prioritize a executive calendar, meetings, and travel arrangements, • Assist with administrative tasks across multiple companies, • Prepare correspondence, reports, proposals, and project documentation, • Oversee document control, permit paperwork, contracts, and construction-related administrative tasks, • Track deadlines, follow-ups, and action items across various projects and businesses, • Coordinate with project managers, vendors, and subcontractors as needed, • Maintain confidentiality and handle sensitive information with discretion, • 3+ years of construction office or project administration experience (required), • Previous experience as an executive secretary, administrative assistant, or in other related fields, • Strong organizational skills, • Ability to prioritize and multitask, • Prior experience supporting executives or senior leadership, • Strong knowledge of construction documentation (submittals, permits, contracts, COIs, RFI logs, etc.), • Excellent organizational skills and ability to manage multiple priorities, • Strong written and verbal communication skills in English and Spanish., • Proficiency in Microsoft Office, Google Workspace, and construction software (Procore, Buildertrend, etc. preferred), • Ability to work independently and problem-solve proactively, • High level of professionalism, reliability, and attention to detail