Administrative Specialist - Planet Professional : Job Details

***Local candidates only, this is on-site 5 days per week in New York, NY (Morningside Heights)***

Up to $32/hr depending on experience

Administrative Manager

3+ month contract

Must Haves:

*2+ years of strong administrative and operational support experience, including managing executive schedules, office management, and event coordination.

*Bachelor's Degree

*Advanced organizational skills with the ability to manage multiple tasks simultaneously and prioritize effectively.

*Proficiency in Microsoft Excel, PowerPoint, and Word.

Preferred Skills:

*Experience in coordinating large events, managing logistics, and supporting financial transactions.

*Experience with office technology and meeting coordination (including video conferencing tools).

*Knowledge of financial management processes such as invoice processing, budgeting, and supply orders.

Job Summary/Description:

The Administrative Manager will provide administrative and operational support to senior leadership and key units. This role includes managing executive schedules, coordinating meetings and events, and handling office logistics. Additionally, the Administrative Manager will support the day-to-day operations, including overseeing office supplies, space management, and financial transactions. The position requires a proactive and detail-oriented individual with strong organizational skills and the ability to manage multiple projects simultaneously. This role may evolve as the individual's skills and interests grow.

Responsibilities:

Manage the schedules of senior leadership, providing administrative support as needed.

• Ensure seamless scheduling and administrative coverage in the absence of the Executive Assistant.
• Coordinate and plan special events, including scheduling, task management, and guest arrangements.
• Oversee meeting logistics, including technology setup and space preparation.
• Ensure the office environment is welcoming and organized for visitors and staff.
• Coordinate room bookings and handle technical support for meetings.
• Serve as the point of contact for meeting logistics, including addressing technical and scheduling issues.
• Monitor and manage office supplies, placing orders as necessary to maintain stock.
• Coordinate with maintenance and facilities staff to ensure a clean and organized work environment.
• Handle financial transactions, including invoices, reimbursements, and P-Card reconciliations.
• Maintain administrative contacts and liaise with external vendors to support office operations.
• Prepare and distribute meeting materials and agendas, ensuring timely communication with team members.
• Organize recognition for team milestones and special events, including birthdays and quarterly team lunches.
• Contribute to the development and maintenance of emergency response procedures and team training.
• Manage highly confidential materials and assist in decision-making processes.
• Provide administrative support for reporting units as directed.
• Contribute to special projects and provide operational support as needed.