Administrative Assistant III

Administrative Assistant III

This is a 6-month, full-time (40 hours/week), on-site contract role located in New York, NY.

Summary

This role provides high-level administrative support to senior managers and may also support a broader department or team. The position serves as a key point of contact for internal and external stakeholders, independently managing a wide range of administrative responsibilities while ensuring operational efficiency and effective communication across the organization.

Our Ideal Candidate

• 5+ years of experience as an administrative assistant
• Passion for supporting executive leadership with a strong foundation in organizational and administrative best practices
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint), with strong written communication and presentation skills
• Familiar with travel and expense management processes, scheduling systems, and internal administrative policies
• Skilled in collaborating with senior leaders, cross-functional teams, and external partners
• Able to work independently and manage multiple projects simultaneously
• Flexible and adaptable to changing priorities, timelines, and stakeholders
• Strong written and verbal communication with exceptional attention to detail
• Demonstrates sound judgment, professionalism, discretion, and the ability to handle confidential information

Job Description

In this role, you will provide comprehensive administrative support to senior managers and departmental teams. You'll partner with leadership and cross-functional stakeholders to coordinate schedules, meetings, travel, communications, and documentation to ensure seamless day-to-day operations. This includes extensive calendar management, prioritizing and scheduling meetings, coordinating logistics (meeting rooms, visitor passes, equipment), greeting and escorting visitors, drafting and distributing supporting documentation, and compiling meeting minutes when needed.

You will also manage complex travel arrangements, process expense reports and reimbursements, produce correspondence and presentations, maintain organized files and databases, and handle sensitive or confidential information. Additional responsibilities may include tracking and compiling internal or market data, conducting basic analysis, preparing reports and visual materials (graphs, charts, tables), ordering supplies, processing invoices, training junior administrative staff, serving as the first point of contact for the team, and supporting special projects as assigned to enhance departmental efficiency and effectiveness.

Education and Experience

• Bachelor's degree or equivalent practical experience
• Background in business administration, operations, or related disciplines
• Experience supporting senior leadership in a corporate environment preferred

Additional Requirements

This opportunity is located in New York, NY and requires full-time on-site work

The pay for this W-2 position ranges from $40.00 - $41.38 per hour

This position may be eligible for benefits such as PTO, health insurance, and 401(k), depending on tenure and hours worked

Mathys+Potestio values applicants of all backgrounds and experiences. We do not discriminate based on race, color, national or ethnic origin, ancestry, age, religion or religious creed, disability or handicap, sex or gender, gender identity and/or expression, sexual orientation, military or veteran status, genetic information, or any other characteristic protected under applicable federal, state, or local law.

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