Administrative Assistant

Administrative Assistant

Rye, New York Hybrid

Industry: Business Services

Job Category: Administrative

Job Type: Direct Hire

Salary: $70,000 - $75,000 / Annually

Job Description

Position Title: Administrative Assistant

We are seeking a highly organized and detail-oriented Administrative Assistant to support a dynamic executive search team in a fast-paced, client-facing environment. This role is responsible for coordinating complex interview schedules, managing multiple executive calendars, arranging meetings across global time zones, and providing essential administrative support to senior leadership. The Administrative Assistant will also assist with candidate communications, travel arrangements, document preparation, and maintaining accurate records to ensure seamless daily operations.

The ideal candidate is a polished, proactive, and personable professional who thrives on organization, anticipates needs, and manages competing priorities with precision. This individual will bring strong communication skills, exceptional attention to detail, and a collaborative mindset to a close-knit team that values initiative, accountability, and creative problem-solving.

Salary Range: $65,000 $75,000 / annually, DOE

Responsibilities:

• Coordinate complex interview schedules between senior executives, candidates, and clients across multiple time zones
• Manage multiple calendars for senior leadership and team members, proactively resolving scheduling conflicts and anticipating upcoming needs
• Arrange virtual and in-person meetings, ensuring all participants receive accurate invitations, confirmations, and relevant materials
• Communicate professionally with candidates, clients, and internal stakeholders to coordinate interviews and follow up on scheduling requests
• Prepare meeting agendas, candidate interview materials, reports, presentations, and other business documents
• Maintain accurate candidate records, interview timelines, and documentation within internal tracking systems
• Draft, proofread, and format professional correspondence on behalf of senior leadership
• Coordinate occasional travel arrangements, expense reports, and meeting logistics
• Support daily office operations, team meetings, and special projects as needed
• Identify opportunities to improve administrative processes and contribute creative solutions to operational challenges

Requirements:

• 12+ years of administrative or executive assistant experience in a corporate or professional services environment
• Experience coordinating complex calendars and scheduling meetings using Microsoft Outlook
• Proficiency in Microsoft Word, Excel, and Outlook, including basic Excel formulas
• Familiarity with applicant tracking systems or similar database platforms
• Exceptional organizational skills and the ability to manage competing priorities in a deadline-driven environment
• Strong written and verbal communication skills with excellent grammar, spelling, and proofreading abilities
• High level of professionalism, discretion, and attention to detail when handling confidential information
• Demonstrated ability to anticipate needs, follow through on commitments, and independently resolve challenges
• Friendly, outgoing, and collaborative personality with a strong commitment to client service
• Adaptability, reliability, and willingness to take ownership of responsibilities beyond routine administrative tasks
• Bachelor's degree preferred but not required
• Ability to work onsite during the initial training period and transition to a hybrid schedule thereafter

Benefits:

• Comprehensive medical, dental, and vision insurance with 100% of employee premiums covered
• 401(k) retirement plan with employer contributions
• Paid time off and sick leave
• Paid federal holidays and additional holiday time
• Annual performance reviews and opportunities for salary growth
• Performance-based annual bonus opportunities
• Hybrid work flexibility following the initial onboarding period
• Professional development and opportunities to expand responsibilities based on individual interests and strengths
• Collaborative team environment with company outings, retreats, and social events
• Unique employee co-investment opportunities

If you are a detail-oriented, energetic professional who enjoys keeping people organized, solving problems, and making a meaningful impact within a high-performing team, we encourage you to apply!