Administrative Assistant

• Painted Post, NY
• Monday – Friday | 8:00 AM – 5:00 PM
• Local candidates only

• Phone Screen
• Onsite Interview

• This position will provide coverage while two employees are out on leave (not simultaneously)

The Administrative Assistant II provides high-level administrative support to multiple departments and project teams while ensuring smooth day-to-day office operations. This role is responsible for calendar management, travel coordination, office support, financial processing, records management, onboarding coordination, and departmental project support.

The ideal candidate will possess strong organizational skills, attention to detail, technical proficiency, and excellent communication skills while supporting leadership teams and cross-functional stakeholders in a fast-paced corporate environment.

• Associate degree preferred, but not required
• 3+ years of Administrative Assistant experience, preferably in a corporate environment
• Proficiency with Microsoft Office Suite and People Soft
• Concur experience preferred
• Strong verbal and written communication skills
• Ability to learn quickly and adapt to changing priorities

• Serve as primary administrative support for designated staff and project teams
• Organize and manage leadership calendars and daily scheduling priorities
• Coordinate meetings, onboarding activities, and employee engagement initiatives
• Oversee day-to-day office operations and administrative issue resolution
• Maintain departmental office supplies within budget guidelines
• Provide backup administrative support as needed across the department

• Coordinate travel arrangements, including shuttle scheduling, Concur processing, and client-related logistics
• Plan and manage department meetings, events, and customer visits in partnership with the SP Events team

• Input and manage People Soft purchase orders
• Manage monthly ETAD processes, reminders, account tracking, and updates
• Assist with onboarding requests, IT requests, e-TAD facilitation, and workspace coordination

• Prepare presentations, spreadsheets, graphs, and Power BI reports
• Update and maintain SharePoint and Microsoft Teams sites
• Support Department Archive Record Management (DARM), including audits and records maintenance
• Assist management with special projects and additional departmental needs

• Administrative experience with strong technical and computer skills
• 3+ years of related administrative experience in a corporate environment preferred
• Previous experience with enterprise systems and corporate processes preferred
• Strong organizational and multitasking abilities
• Ability to manage confidential and sensitive information with discretion

Proficiency with:

• Microsoft Word
• Excel
• Power Point
• Outlook
• People Soft
• Concur
• Share Point
• Microsoft Teams
• Power BI

Experience supporting:

• Corporate administrative operations
• Department leadership teams
• Cross-functional project teams
• Budgeting and reporting processes
• Office coordination and records management

• Strong attention to detail with the ability to prioritize and manage multiple tasks effectively

• Excellent written and verbal communication skills
• Comfortable interacting with all levels of internal and external stakeholders

• Ability to handle sensitive and confidential information with professionalism and discretion

• Strong decision-making skills and ability to adapt to changing priorities and deadlines

• Professional, collaborative, and team-oriented approach with strong relationship-building skills

• Ability to work independently with minimal supervision in a fast-paced environment

• No travel required