Adminstrative Assistant - ASR Corporate Office, Hauppauge

JOB DESCRIPTION

We are seeking a highly organized, detail-oriented, and professional Administrative Assistant to support operations at our Corporate Headquarters in Hauppauge, NY and regional office in Pensacola, FL. This key role provides direct administrative support to the President & CEO and members of the executive leadership team. The position also carries significant responsibility for insurance administration, including coordination with brokers/carriers, processing Certificates of Insurance (COIs) to satisfy contractual requirements, and supporting employee benefits programs.

The ideal candidate will have advanced proficiency in the Microsoft Office Suite, excellent written and verbal communication skills, and proven ability to handle confidential information with discretion. Experience with insurance processes or government contracting is highly desirable. This is a full-time, on-site position with no remote work option.

Executive & Leadership Support

• Provide high-level administrative support to the President & CEO and senior leadership team, including complex calendar management, scheduling and coordinating meetings (in-person and virtual), preparing agendas, briefing materials, and presentations, and tracking action items to completion.
• Draft, edit, proofread, and format professional correspondence, internal memoranda, reports, proposals, and other documents using Microsoft Word, Excel, and PowerPoint with a high degree of accuracy and polish.
• Coordinate logistics for meetings, leadership offsites, visitor hosting, and special corporate events; take and distribute meeting minutes when required.

Insurance Administration

• Serve as the primary administrative point of contact for all corporate insurance matters, coordinating closely with insurance brokers, carriers, and internal stakeholders (finance, contracts, operations).
• Prepare, review, customize, and distribute Certificates of Insurance (COIs) and policy endorsements to satisfy insurance requirements in government contracts, subcontracts, leases, and vendor agreements.
• Maintain organized insurance policy files, renewal calendars, and compliance records; proactively track policy expiration dates and coordinate timely renewals and updates with brokers.
• Assist with insurance claims intake, documentation gathering, and liaison with carriers and adjusters as needed.
• Support employee benefits administration (medical, dental, vision, life, disability) by assisting with enrollment paperwork, answering basic employee inquiries, and coordinating with Human Resources and benefits brokers.

Office Administration & General Operations

• Manage front-desk operations: professionally greet visitors, answer and route incoming calls on a multi-line system, manage incoming/outgoing mail, packages, and courier services.
• Maintain inventory of office supplies and equipment; place orders and coordinate with vendors and building management to ensure a well-functioning headquarters office.
• Provide backup administrative support to Human Resources functions, including new-hire onboarding paperwork processing, I-9 form verification assistance, and maintenance of personnel files in compliance with applicable regulations.
• Perform other administrative duties and special projects as assigned to support the efficient and professional operation of Corporate Headquarters.

• Associate’s degree in Business Administration, Office Management, Communications, or a related field;
  Bachelor’s degree strongly preferred. Equivalent combination of education and extensive relevant experience will be considered.
• Minimum of four (4) years of progressive administrative experience, with at least two (2) years providing direct, high-level support to C-suite executives or senior leadership in a corporate, professional services, or government contracting environment.
• Advanced, demonstrated proficiency in the full Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, and SharePoint). Must be able to independently create professional correspondence, complex spreadsheets with formulas/pivot tables, polished presentations,…