Part-time Administrative Assistant

Job Description

Job Description

Abacus is looking to hire a Part-time Executive Assistant in the Syracuse, NY area.

• This position will be acting as the EA to our Site Director and may also remotely assist the Toronto Site Director with minor tasks.
• Shift: afternoon hours. Potentially 1:00 PM - 5:30 PM, totaling 22 hours per week.

Primary Responsibilities

Duties adapt based on executive focus and department needs, including but not limited to:

• Executive Workflow Management: Oversee executive correspondence, track action items, and proactively resolve pending matters with minimal oversight.
• Information & Communication Handling: Filter inquiries, draft high-priority communications for executive signature, and disseminate leadership directives across cross-functional departments.
• Research & Data Analysis: Gather, evaluate, and synthesize complex datasets into comprehensive reports to inform executive decisions.
• Logistics & Event Planning: Assists in the end-to-end planning for meetings, large-scale conferences, project milestones, complex global travel itineraries, and expense reconciliation.
• Confidentiality: Maintain and safeguard sensitive organizational files, documentation, and records daily.
• Operational Liaison: Act as a central point of contact to align departmental projects with broader company objectives.

Administrative Overview

Primary Responsibilities

Duties adapt based on functional assignment, including but not limited to:

• Office & Clerical Operations: Manage daily front-office functions, phone inquiries, incoming/outgoing mail, and digital and physical filing systems in alignment with company protocols.
• Communication & Routing: Draft and manage standard correspondence, redirecting routine inquiries to free up departmental bandwidth.
• Data & Report Preparation: Collect, organize, and compile data from specified sources to create routine business reports and documentation.
• Schedule & Travel Logistics: Coordinate calendars, book internal/external meetings, arrange travel plans, and compile expense reports.
• Stakeholder Interaction: Serve as a reliable touchpoint for internal staff, vendors, and clients to resolve routine operational issues smoothly.

Overall Level Distinction: Senior Specialist

• Reports to one or more Vice Presidents operating within 1–4 leadership tiers of the CEO.
• Handles high-stakes internal and external interactions requiring extreme discretion, diplomacy, and integrity.
• Operates with high autonomy to address and resolve intricate operational challenges.
• May act as a team lead or working supervisor, offering guidance and problem-solving support to junior administrative personnel.

Qualifications & Competencies

• Education: High School Diploma or GED required; Associate's degree or higher preferred.
• Experience: 8+ years of progressive administrative support experience, ideally backing senior leadership or large operational teams. Global corporate experience and international travel coordination required.
• Technical & Analytical Aptitude: Proficient across relevant business software platforms; exceptional research, data compilation, and analytical capabilities.
• Core Skills: Outstanding written and verbal communication, impeccable attention to detail, strong time management, and a high commitment to internal customer service.