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  • Part Time Administrative Office Assistant
    Part Time Administrative Office Assistant
    2 hours ago
    Full-time
    Hoboken

    We are seeking a highly organized, proactive, and adaptable Part-Time Administrative Office Assistant to support day-to-day studio operations. This is an in-person role with the opportunity for long-term growth and development within the company. This position is ideal for someone who thrives in a fast-paced, dynamic environment, enjoys wearing multiple hats, and takes pride in keeping operations running smoothly behind the scenes. The ideal candidate is detail-oriented, resourceful, professional, and passionate about creating a welcoming and organized workplace experience. Responsibilities includes but are not limited to: Welcome new hires and lead in-studio tours, creating a warm and organized first impression Support the Events Team with administrative coordination and logistics Manages mail and deliveries Does local drop-offs, postings Prepare the studio for client visits, ensuring the space is clean, organized, and presentation-ready Partner with the Virtual HR & Payroll Coordinator to assist with in-person tasks Manage and order office supplies as needed Provide administrative support to leadership, including the CEO, COO, CFO, Studio Manager, Event Producers, and Client Development Director Assist with team celebrations, employee engagement activities, and culture initiatives Help maintain smooth daily operations and support additional administrative tasks as needed Qualifications 1–3 years of administrative, operations, or related experience preferred Experience in a fast-paced, client-facing, or creative environment is a plus Highly organized with strong attention to detail and excellent time management skills Proactive, resourceful, and able to problem-solve independently Ability to manage multiple priorities in an evolving environment Strong verbal and written communication skills with a polished, professional presence Positive, team-oriented attitude with a willingness to support various departments Comfortable using Google Workspace (Docs, Sheets, Calendar), AI tools, and learning new technology systems Ability to handle confidential and sensitive information with discretion and professionalism

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  • English–Korean Bilingual Executive Assistant
    English–Korean Bilingual Executive Assistant
    4 days ago
    Full-time
    Manhattan, New York

    Location: New York City Position: Full-time or Part-time Reports to: Director of NYC Global Center Are you highly organized, adaptable, and interested in supporting the operations and growth of a dynamic international education organization? NYC Global Center is seeking a thoughtful, capable, and proactive English–Korean Bilingual Executive Assistant to work directly with the Director in supporting multiple school locations and organizational initiatives. This role is for a growth-oriented position for someone who enjoys multitasking, strategic coordination, problem-solving, and learning how educational organizations operate behind the scenes. The Executive Assistant will support daily operations, assist with special projects, coordinate communication across teams, and help turn ideas into action efficiently and professionally. The ideal candidate is highly organized, dependable, and eager to grow professionally while working closely with leadership. Candidates with backgrounds in marketing, finance, education, business, or related fields are especially encouraged to apply. This position is intentionally broad and designed to evolve over time. As capability, judgment, and reliability are demonstrated, the Executive Assistant may gradually take ownership of recurring initiatives, operational areas, or strategic projects while continuing to support organizational operations. Responsibilities Provide direct day-to-day support to the Director across multiple operational priorities and school locations Assist with planning, coordination, and execution of special projects and organizational initiatives Help organize schedules, documents, reports, meetings, and follow-up tasks Support communication and coordination across departments and campuses Maintain organized spreadsheets, records, reports, and filing systems Assist with operational, administrative, financial, and logistical tasks as priorities shift Support marketing-related projects, outreach efforts, and strategic initiatives Help monitor workflows and ensure projects move forward smoothly and efficiently Communicate professionally with staff, students, partners, and external contacts when needed Step in proactively where support is most needed Qualifications Bachelor’s degree required Recent college graduates and master’s degree graduates are welcome to apply School will provide training for the right candidate Fluent in English and Korean (spoken and written) 1–3 years of professional experience preferred, though strong entry-level candidates are encouraged to apply Strong organizational skills and attention to detail Comfortable working with Microsoft Office, spreadsheets, digital platforms, and AI-driven workplace tools and technologies Able to manage multiple priorities in a fast-paced environment Marketing strategy knowledge or financial background is a strong plus Education industry experience is a plus Traits & Skills Highly organized, dependable, and proactive Strong problem-solving and critical-thinking abilities Excellent time management and prioritization skills Professional and respectful in all interactions Adaptable and calm under pressure Strong sense of urgency and accountability Eager to learn, grow, and take on increasing responsibility Able to handle sensitive information with discretion and confidentiality Comfortable supporting a wide variety of operational and strategic projects Candidates from diverse academic and professional backgrounds — including marketing, finance, business, education, communications, arts, or humanities — are encouraged to apply. Growth & Development This role is designed to grow with the right candidate. Over time, and with demonstrated capability and trust, the Executive Assistant may take increasing ownership of operational areas, strategic initiatives, or management responsibilities while working closely with the Director. Compensation & Benefits Salary: $55,000 – $70,000 annually, based on experience and qualifications Professional development and growth opportunities Supportive and collaborative work environment Opportunity to work closely with leadership and gain hands-on operational experience Schedule & Location Full-time or part-time available Monday–Friday schedule Work across multiple NYC school locations as needed Pay: $55,000.00 - $70,000.00 per year Benefits: Paid time off Parental leave Retirement plan Work Location: In person

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  • Administrative Assistant
    Administrative Assistant
    7 days ago
    Full-time
    Paterson

    We are seeking a highly organized and detail-oriented Office Assistant to join our team. This role is ideal for someone who is motivated, professional, and eager to gain hands-on experience in a fast-paced office environment. The successful candidate will provide essential administrative support and help ensure smooth day-to-day operations. Key Responsibilities Greet residents and property guests in a friendly and professional manner Answer incoming calls, direct them to the appropriate team members, and follow up on resident inquiries or concerns to ensure excellent customer service Manage calendars, schedule appointments, and coordinate meetings Assist with leasing activities Perform general administrative duties such as filing, photocopying, scanning, and faxing documents Maintain organized physical and digital filing systems Assist with mailings, postings, and document management related to residents and property operations Track and follow up on tasks to ensure timely completion Maintain office supplies and ensure equipment is in working order Support additional clerical duties as assigned Qualifications Strong organizational and multitasking skills Excellent communication and customer service abilities Proficiency in Microsoft Word and Excel Bilingual (English/Spanish) preferred Job Type: Full-time Pay: From $20.00 per hour Benefits: Paid time off Experience: Office Assistant: 1 year (Preferred) Language: Spanish (Required) Work Location: In person

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  • Executive Assistant
    Executive Assistant
    1 month ago
    $95000–$100000 yearly
    Full-time
    Manhattan, New York

    About the Vilcek Foundation What We Do The Vilcek Foundation raises awareness of immigrant contributions in the United States and fosters appreciation of the arts and sciences. Who We Are The Vilcek Foundation was established in 2000 to amplify the diverse ways immigrants and cultural leaders enrich artistic and scientific communities in the United States. Since its formation, the foundation has awarded over $17 million in prizes and grants to foreign-born individuals and like-minded organizations committed to progressing our society. Responsibilities The Executive Assistant will provide high-level administrative support to the Vilcek Foundation President. Administrative Support for the President • Provide high-level administrative support to Vilcek Foundation President by managing complex schedules, meetings, files, and records., • Proactively manage and maintain contacts, take and respond to phone messages, and read and respond to email as needed., • Maintain confidential and mission-critical records and files, including founding documents, accounting, and fiscal records., • Schedule and confirm high-priority meetings, appointments, and travel for senior management., • Prepare executive-level presentations and printed materials, and conduct research to prepare for meetings with Vilcek Foundation affiliates., • Plan and manage regularly scheduled staff meeting agendas., • Coordinate travel, including schedules, itineraries, and accommodations for Vilcek Foundation executive staff., • Assist with drafting formal correspondence and copyediting as needed., • Assist with board meetings, including presentations, agendas, fiscal reporting, and meeting minutes. General Administrative, Programmatic, and Facility Support: • Provide administrative support for all Foundation initiatives, including art collections, prizes, exhibitions, grants, and events., • Maintain a neat and orderly third-floor supply room and fourth-floor supply closet weekly. Inform the Registrar and Manager of Collections, Exhibitions, and Facilities when a reorder of office supplies, stamps/postage, and other office materials is needed., • Assist with writing, research, correspondence, purchasing, facilities management, and facilities upkeep as required., • Assist with facility vendor oversight as directed by the Registrar and Manager of Collections, Exhibitions, and Facilities., • Manage and maintain database and contact systems, with responsibility for high-level individual and organizational records, and preparation of strategic mailing, invitation, and guest lists., • Maintain expense and budget reports., • Coordinate and help oversee distribution of executive campaign materials, including press releases, letters, catalogues, cards, and other campaigns., • Provide support for Foundation events as needed. Other General Requirements: • All staff members are expected to provide general support to the President as needed., • All staff members are expected to help greet visitors as needed., • All staff members are expected to ensure that all correspondence sent from the Foundation is handled in a professional and accurate manner., • All staff members are expected to perform additional duties as assigned., • Maintaining a convivial atmosphere and cooperative spirit at the workplace is highly desirable., • All staff members are expected to maintain up-to-date contact and organizational records in Salesforce. Physical Requirements This position is primarily a sedentary role. However, the person in this position may need to occasionally move about inside the office to liaise with staff, access files, and restock office equipment as needed. The Vilcek Foundation is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its programs, and operations. As part of this commitment, the foundation will ensure that persons with disabilities are provided reasonable accommodations. Skills and Requirements • Bachelor’s degree (completed or in progress) in a related field, or four years of relevant experience., • Authorization to work in the United States., • Availability to work on-site, Monday–Friday, 8:00 a.m. – 4:00 p.m., • A minimum of five years of experience supporting an Executive Director, CEO, President, or other senior executive, with 6-7 Years preferred., • Excellent oral and written communication skills., • Outstanding organizational skills and attention to detail., • Strong project management experience., • Ability to work effectively with a variety of personalities and situations, including managing challenging or sensitive interactions with professionalism and tact., • Superior interpersonal skills, a courteous and professional manner, and comfort interfacing with the public., • Demonstrated self-motivation, comfort with ambiguity, and competence to work with limited direction., • Flexibility and willingness to work beyond working hours for events, or otherwise required., • Detailed knowledge of computers and facilities with applications such as Mac computers, iPhones and iPads, Google Calendar, Google Workspace (Docs, Sheets, Slides), Dropbox, Microsoft 365 (Outlook, Word, Excel), Salesforce, Internet navigation/search functions, and calendar and database programs is essential., • Enthusiasm for the Vilcek Foundation’s mission., • Willingness to adapt to evolving responsibilities. The Vilcek Foundation reserves the right to change job descriptions. While this job description is intended to include essential duties, it is conceivable that job duties may change before the job description is officially revised. Our Benefits • Employer-paid health insurance, • Dental & Vision Reimbursement Plan, • Flexible Spending Account, • Tuition & Student Loan Reimbursement, • 401k and Employer Match, • Generous Vacation, • Free lunch on Friday, • Life Insurance, • Paid Holidays, • Professional Development

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  • Office Assistant
    Office Assistant
    25 days ago
    $20–$25 hourly
    Full-time
    Roslyn Heights

    Responsibilities: Fluent in English and Spanish • Manage and maintain customer relationships, ensuring excellent customer service and satisfaction., • Create lease agreements and contracts with tenants and vendors, • Handle tenant inquiries, complaints, and requests in a timely and professional manner., • Perform administrative tasks such as data entry, filing, and record keeping., • Coordinate property maintenance and repairs, ensuring that all work is completed in a timely manner., • Skills:, • fluent in English/Spanish, • A positive attitude, and track record, encompassing the skill and desire take ownership of issues and go above and beyond the norm., • Word/Excel/general PC fluency - must be familiar with Excel, • Excellent verbal and written communication, • Excellent customer service skills, • Willingness to learn new skills and processes, • Handle day-to-day office management and administrative tasks with diligence and accuracy, • Prepare communications such as office memos, emails., • Interface with Superintendents to ensure tenant inquiries/issues are resolved, • Copy, file, and scan as needed, • Answer phones in a professional manner and greet visitors, • If you are a motivated individual with a passion for customer service and property management, we would love to hear from you. Please submit your resume along with a cover letter detailing your relevant experience.

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  • Executive Assistant
    Executive Assistant
    1 month ago
    $30–$35 hourly
    Full-time
    Woodbridge, Woodbridge Township

    $50K/yr We are seeking a dynamic and highly organized Executive Assistant to join our team and provide exceptional support to senior leadership. This role is vital in ensuring smooth daily operations, managing complex schedules, and facilitating efficient communication across departments. The ideal candidate will thrive in a fast-paced environment, demonstrate proactive problem-solving skills, and possess a passion for delivering outstanding administrative support. This paid position offers an exciting opportunity to be an integral part of a forward-thinking organization committed to excellence and growth. Duties • Manage and coordinate executive calendars, including scheduling meetings, appointments, and travel arrangements using tools like Microsoft Outlook Calendar and Google Workspace@, • Prepare, proofread, and transcribe correspondence, reports, and presentations with precision and attention to detail, • Handle incoming calls with professionalism, utilizing multi-line phone systems and practicing excellent phone, • Organize and maintain filing systems-both digital and physical-to ensure quick retrieval of documents, • Assist with event planning for company meetings, conferences, and special events, including venue booking and logistics coordination, • Support bookkeeping tasks such as data entry, invoicing via QuickBooks, and basic office management duties, • Facilitate project coordination by tracking deadlines, preparing agendas, and following up on action items, • Provide personal assistant support as needed, including managing personal appointments or errands for executives Skills • Proven experience in executive administrative support or as a personal assistant with strong organizational skills, • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace applications, • Excellent typing speed combined with meticulous proofreading and transcription abilities, • Strong office management skills including filing, data entry, and clerical experience, • Knowledge of QuickBooks for bookkeeping tasks and basic financial record keeping, • Exceptional calendar management skills using Microsoft Outlook Calendar or similar tools, • Effective customer service skills paired with professional phone etiquette on multi-line phone systems, • Ability to handle sensitive information discreetly while demonstrating high levels of professionalism, • Familiarity with office equipment such as fax machines, scanners, and front desk operations Join us to be part of a vibrant team that values initiative, precision, and proactive support. Your expertise will help drive organizational success while providing essential assistance to our leadership team. We are dedicated to fostering a positive work environment where your skills are recognized and your contributions truly matter. Company Description New Jersey-based mortgage and real estate finance company specializing in flexible home loans and investment property financing. We offer a wide range of products including first-time homebuyer loans, refinancing, hard money, and fix & flip loans, designed to help clients build wealth through real estate, even with less-than-perfect credit. We focuses on fast approvals, personalized service, and tuming rent into ownership.

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  • Administrative Assistant (Chinese/English Bilingual Required)
    Administrative Assistant (Chinese/English Bilingual Required)
    2 months ago
    $18–$25 hourly
    Full-time
    Sunset Park, Brooklyn

    Administrative Assistant (Medical Office) MUST BE CHINESE/ENGLISH BILINGUAL Company: Four Season Medical PLLC Location: Brooklyn, NY 11220 (In-person) Pay: $18.00–$25.00 per hour (based on experience) Job Type: Part-time or Full-time Job Description: Four Season Medical PLLC is seeking a bilingual Administrative Assistant to support daily operations in a medical office setting. This entry-level role is ideal for recent graduates or candidates without a college degree who want to gain experience in medical office administration. Responsibilities: Assist with office organization and paperwork Perform basic computer and administrative tasks Support design-related tasks as needed Qualifications: Fluent in both English and Chinese (Mandarin required) Strong organizational and communication skills Proficient in Microsoft Office, email, internet, and PDFs Knowledge of Photoshop or Illustrator is a plus Preferred Experience (Not Required): Administrative assistant: 1 year Photoshop or Illustrator: 1 year Benefits: Paid training Flexible schedule Opportunities for growth Visa sponsorship available Application Questions: What is your salary expectation? Are you applying for a part-time or full-time position? Additional Requirements: Ability to commute to Brooklyn, NY 11220 Willingness to relocate to Brooklyn before starting work (preferred) We encourage candidates with the right attitude and capability to apply, regardless of prior experience.

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  • Administrative Assistant
    Administrative Assistant
    2 months ago
    $70000–$80000 yearly
    Full-time
    Flushing, Queens

    Admin Needed for Electrical Contracting Office 3 years minimum experience in the field of ADMINISTRATIVE CONSTRUCTION. Full-Time, in office position, Mon-Fri 9am-5pm. Knowledge of word, excel, Department of Buildings website, able to file for permits, file for PAA's, type estimates, change orders and purchase orders. Able to work on their own and to multi-task. Paid vacations, paid holidays, 401K. Greek speaking a plus. Please email resume Qualifications The ideal candidate must be extremely detail oriented, have excellent communication and problem-solving abilities, as well as have had experience with using Microsoft Office (Word, Excel), Scheduling, Proposals, submittals, calling vendors, calling clients, handle incoming & outgoing phone calls and emails, assist with other administrative duties as needed PLEASE ONLY APPLY IF YOU HAVE EXPERIENCE IN CONSTRUCTION ADMINISTRATION, SERIOUS APPLICANTS ONLY Minimum of 3 years of construction administrative experience Proficient in Microsoft Office Word, Excel Extremely organized and detail oriented Able to set priorities and work independently Responsibilities Answering incoming Calls Create proposals and submittals Handle communication with crews Scheduling Insurance Requests Organize Digital and Physical Files Job Type: Full-time Benefits: 401(k) 401(k) matching Health insurance Paid time off Schedule: Monday to Friday Work Location: In person

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