Bilingual Administrative Assistant

Job Title: Executive/Administrative Assistant

Industry: Facilities Services

Location (City, State): Long Island City, NY

Assignment Type: Direct Hire

Pay: $60,000-$65,000 annually

Work Schedule: Full-time | Monday-Friday | 8:00 AM-5:00 PM | Hybrid (3 days onsite, 2 days remote based on business needs; first 90 days fully onsite)

Benefits: This position is eligible for medical, dental, vision, and 401(k).

About The Company:

Our client is a leading facilities services organization seeking an Executive/Administrative Assistant to support its Finance leadership team. This is an excellent opportunity for a highly organized administrative professional who enjoys managing multiple priorities, supporting executive leadership, and serving as a key contributor to day-to-day business operations.

Job Description:

The Executive/Administrative Assistant will provide comprehensive administrative and operational support to the Finance department by coordinating executive calendars, maintaining critical documentation, supporting audits, managing vendor onboarding, overseeing expense reporting, and assisting with special projects. The ideal candidate is proactive, detail-oriented, and capable of building strong relationships across multiple departments while handling confidential information with professionalism.

Key Responsibilities:

• Coordinate onboarding and offboarding activities for Finance team members, including maintaining training materials and department resources.
• Support employee expense reporting by reviewing submissions, tracking approvals, and ensuring timely processing.
• Maintain department calendars for audits, regulatory deadlines, reporting schedules, and other key business initiatives.
• Organize and maintain departmental records, attendance logs, vacation schedules, and compliance documentation.
• Draft, edit, and distribute professional correspondence, reports, presentations, and executive communications.
• Schedule meetings, prepare agendas, coordinate meeting logistics, and manage conference room reservations.
• Partner with cross-functional departments to support operational initiatives and improve internal communication.
• Assist with the preparation, formatting, and distribution of financial reports, dashboards, presentations, and other business documents.
• Coordinate vendor onboarding by collecting required documentation and ensuring compliance with company procedures.
• Administer expense management processes, including executive expense reports and expense platform maintenance.
• Manage corporate transportation programs and support reporting related to employee usage and expenses.
• Assist with fleet administration by coordinating vehicle onboarding, maintaining records, and tracking required documentation.
• Provide ongoing administrative and project support to Finance leadership as business needs evolve.

Qualifications:

• Bachelor's degree required.
• 5+ years of executive or senior-level administrative support experience.
• Bilingual Spanish strongly preferred.
• Previous experience supporting Finance, Accounting, or Executive Leadership teams preferred.
• Union environment experience is a plus.
• Advanced proficiency with Microsoft Office Suite, particularly Microsoft Excel.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Professional, polished, and proactive with the ability to manage multiple priorities independently.
• Ability to handle confidential information with discretion and develop strong working relationships across departments.

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.