Administrative Assistant

Administrative Assistant Bookkeeper

This role involves managing the CFO's calendar and email correspondence, prioritizing requests, preparing responses, and ensuring critical matters are addressed promptly, all while maintaining confidentiality. The position serves as the primary point of contact for incoming calls and communications directed to the CFO, prepares and processes weekly timesheets and monthly expense submissions, and facilitates communication and coordination between the CFO and stakeholders across multiple departments and business units. Additionally, it provides support for finance-related meetings, oversees administrative processes for the finance team, coordinates department trainings, team meetings, and special events, and offers day-to-day administrative and operational support to the CFO and finance leadership team.

Responsibilities

• Manage the CFO's calendar and prioritize requests.
• Prepare responses and address critical matters promptly.
• Serve as the primary point of contact for calls and communications directed to the CFO.
• Prepare and process weekly timesheets and monthly expense submissions.
• Facilitate communication and coordination between the CFO and various departments.
• Support recurring finance-related meetings including scheduling and follow-up activities.
• Oversee administrative processes for the finance team such as timekeeping approvals and absence tracking.
• Coordinate department trainings, team meetings, and special events.
• Provide day-to-day administrative and operational support to the CFO and finance leadership team.

Essential Skills

• Minimum of 2 years of experience in calendar management and expense management.
• Proficiency in phone support and timesheet management.
• Knowledge of accounting/bookkeeping and administrative duties.
• Strong interpersonal, communication, and organizational skills.
• Ability to handle confidential information with discretion and professionalism.
• Strong time management skills with a proactive approach to problem-solving and decision-making.

Additional Skills & Qualifications

• Bachelor's degree required.
• Proficiency in Deltek VantagePoint, Microsoft Outlook, and Microsoft Teams is preferred.
• Interest in architecture and design is a plus.

Work Environment

The role requires working 5 days in the office with the potential for a 4x1 hybrid setup based on performance. The environment offers exposure to high-impact projects in a global architecture and design firm.

Job Type & Location

This is a Contract to Hire position based out of New York, NY.

Pay and Benefits

The pay range for this position is $24.00 - $32.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in New York,NY.

Application Deadline

This position is anticipated to close on Aug 27, 2026.