Administrative Assistant Job at JFR Staffing in New York

Job Title: Administrative Assistant for IT Consulting Company

Location: New York City 10016

Employment Type: Full-Time - Hybrid - 2 days in office

Reports To: Business Technology Operations Manager

Job Summary

We are seeking a highly organized and efficient Administrative Assistant to join our dynamic IT consulting team. This role is essential to ensuring the smooth operation of administrative tasks and providing support to management and technical staff. The ideal candidate will have strong organizational skills, a tech-savvy mindset, and a proactive attitude to thrive in a fast-paced, technology-focused environment.

Key Responsibilities
Administrative Support

• Manage calendars, coordinate meetings, and schedule appointments for executives and consulting teams.
• Prepare, proofread, and distribute business correspondence, proposals, and presentations.
• Maintain filing systems, both physical and digital, ensuring all documents are organized and easily accessible.
• Monitor and procure office supplies and IT-related resources as needed.

Project Coordination

• Support project managers by tracking deadlines, deliverables, and schedules for consulting engagements.
• Assist in preparing reports, client-facing documentation, and meeting notes.
• Coordinate travel arrangements and logistics for client site visits or conferences.

Client and Team Support

• Act as a point of contact for clients, ensuring effective communication and timely responses.
• Assist in onboarding new clients by collecting necessary information and ensuring the setup of accounts and access to systems.
• Help coordinate training sessions, webinars, or client presentations.

IT-Specific Administrative Duties

• Assist with IT asset management, including inventory tracking of hardware and software licenses.
• Maintain records for service agreements, contracts, and warranties.
• Support internal teams in using tools and software such as CRM systems, project management platforms, and collaboration tools.

Compliance and Documentation

• Ensure that all documentation complies with company policies and industry regulations.
• Keep accurate records of contracts, NDAs, and other client-related agreements.
• Track renewal dates for software licenses and service agreements, ensuring timely follow-ups.

Qualifications
Education and Experience

• High school diploma or equivalent required; Associate or Bachelor's degree preferred.
• 2+ years of administrative experience, preferably in an IT or consulting environment.

Skills and Competencies

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
• Familiarity with IT tools and platforms such as CRM systems (e.g., Salesforce) and project management software (e.g., Asana, Trello).
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Discretion and the ability to handle confidential information professionally.