FINANCE ADMINISTRATIVE ASSISTANT
15 days ago
Old Bethpage
Job Description JOB PURPOSE The Administrative Assistant at GXC provides day-to-day administrative support that helps keep departmental and office operations organized, accurate, responsive, and efficient. This role is responsible for scheduling support, document and records management, tracking, report preparation, office supply coordination, and general administrative assistance that enables effective business operations across a variety of functional areas. The Administrative Assistant is expected to operate with strong attention to detail, sound judgment, professionalism, adaptability, and confidentiality. KEY RESPONSIBILITIES Administrative and Office Support • Provide administrative support to department leadership and associated staff, including calendar coordination, scheduling assistance, meeting preparation, and follow-up on routine action items., • Prepare, organize, file, scan, and maintain business records, correspondence, reports, and operational documentation in accordance with company standards., • Receive, route, and respond to routine internal and external inquiries in a timely, professional, and service-oriented manner. Documentation and Tracking • Maintain accurate logs, trackers, and filing systems for administrative, operational, departmental, and company documentation., • Support the accurate entry, organization, and maintenance of information within approved business systems, databases, and shared records. Reporting and Workflow Coordination • Compile routine reports, summaries, and supporting materials for leadership using information from internal files, trackers, and approved business systems., • Track administrative or workflow inefficiencies, identify recurring issues, and communicate findings clearly to support process improvement., • Assist with implementation of updated administrative systems, templates, or procedures intended to improve efficiency, organization, and consistency., • Coordinate routine administrative tasks and follow-up items to support departmental workflows, deadlines, and operational priorities., • Assist with routine administrative audits by reviewing records, trackers, and documentation for accuracy, completeness, and compliance with company procedures, and elevate discrepancies or missing information to appropriate leadership for follow-up. Supplies and Operational Readiness • Order, receive, track, and distribute office supplies and administrative materials while maintaining appropriate inventory levels for business needs as needed., • Assist in maintaining organized workspaces, administrative resources, and general office readiness in support of daily operations. Professional Standards and Confidentiality • Handle sensitive business, personnel, operational, and other confidential information with discretion, confidentiality, and professionalism at all times., • Maintain a neat, professional appearance and represent the organization with a courteous, solutions-oriented demeanor in all interactions., • Perform other administrative support duties as assigned within the scope of the position and organizational priorities. QUALIFICATIONS / EXPERIENCE • Associate degree preferred; equivalent professional experience in an administrative support role may be considered in lieu of degree., • Proven experience providing administrative, office, or operational support in a professional business environment., • Proficiency with Microsoft Office Suite, including Excel, Word, and Outlook., • Strong attention to detail, organization, and time-management skills., • Excellent written and verbal communication abilities and strong interpersonal skills., • Ability to manage multiple priorities, meet deadlines, and maintain confidentiality with integrity, • Friendly, professional demeanor and dependable work habits SKILLS AND COMPETENCIES • Administrative coordination, scheduling, and records management, • Strong organization, prioritization, and follow-through in a fast-paced environment, • Professional written and verbal communication, • Accuracy in document handling, tracking, and data entry, • Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook, • Confidential handling of sensitive information, • Ability to identify workflow inefficiencies and support process improvement, • Customer-service mindset with sound judgment, professionalism, and dependability, • Adaptability to support varying departmental needs, priorities, and leadership requirements KEY PERFORMANCE INDICATORS (KPIs) / SUCCESS MEASURES • Completes assigned calendar coordination, scheduling support, meeting preparation, follow-up items, and routine administrative workflow tasks by required deadlines, with accurate status tracking and minimal workflow gaps., • Maintains business records, correspondence, scanned files, reports, and operational documentation accurately, completely, and in accordance with company standards, ensuring records are organized, current, and easy to retrieve., • Keeps assigned logs, trackers, shared records, and approved business-system entries updated, accurate, and completed by required deadlines to support reliable reporting, workflow visibility, and administrative continuity., • Supports process consistency by completing assigned template updates, SOP drafts, procedure-support tasks, and administrative workflow improvements with complete documentation, version control, and practical usability for departmental operations., • Identifies recurring administrative inefficiencies, documentation gaps, tracking issues, or workflow concerns and communicates them clearly to leadership to support timely correction and continuous improvement., • Handles sensitive business, personnel, operational, and financial-adjacent information with discretion, confidentiality, professionalism, and sound judgment at all times., • Provides timely, professional, and service-oriented responses to routine internal and external inquiries, ensuring communication is clear, courteous, accurate, and appropriately escalated when needed., • Supports routine administrative audits by reviewing records, trackers, and documentation for accuracy, completeness, and procedural compliance, and elevates discrepancies or missing information to appropriate leadership., • Maintains dependable follow-through on assigned administrative priorities, demonstrating organization, adaptability, attention to detail, and the ability to manage multiple deadlines in a remote or hybrid work environment. AUTHORITY AND DECISION-MAKING • May make routine operational decisions within approved procedures to coordinate schedules, maintain records, prepare routine reports, respond to standard inquiries, and support day-to-day administrative workflow priorities., • Must escalate non-routine exceptions involving missing or noncompliant records, unresolved workflow issues, confidential-information concerns, vendor matters outside standard practice, or requests that may affect departmental priorities to the first line supervisor., • Authorized to approve routine document filing, tracker updates, office supply replenishment, meeting-support arrangements, and administrative follow-up activities within established procedures; approval of policy exceptions rests with the first line supervisor., • Recommends corrective actions, administrative process improvements, and recordkeeping or workflow-control enhancements based on recurring issues, audit observations, and operational needs; final approval for material changes rests with the first line supervisor. WORKING CONDITIONS / PHYSICAL REQUIREMENTS • Maintain focus, organization, and independence in a remote or hybrid working environment while managing multiple priorities., • Perform prolonged periods of sitting, keyboarding, document review, and computer-based work throughout the workday., • Communicate clearly and professionally in person, by phone, by video, and in writing., • Exercise attention to detail and consistent judgment when working with schedules, records, and sensitive information., • Lift and move office materials or supplies up to 15 pounds on an occasional basis.
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