Administrative Assistant (4-Month Contract)
On-siteJamaica, New York, United States
Job Summary
Manage the department's online document repository, ensuring all documents are current, version-controlled, and accessible. Prepare and format digital documentation, reports, and presentations for internal and external audiences. Coordinate meeting agendas, record minutes, and track action items to ensure timely completion. Support the annual budget, forecasts, and expense monitoring by tracking expenditures and reconciling financial transactions. Process procurement requisitions, purchase orders, and invoices in line with corporate procedures. Identify opportunities for process improvement and support the implementation of efficient administrative workflows.
Required Qualifications
- Bachelor's Degree in Business Administration or equivalent qualification from a recognised tertiary institution
- A minimum of 3–5 years of experience in an administrative, executive support, or coordination role, preferably in a corporate, financial, or professional services environment
- Proven experience in coordinating departmental reports, supporting budget preparation, and managing expense tracking processes
- Demonstrated ability to plan and execute employee engagement activities, team events, or similar initiatives
- Proficiency in using digital collaboration tools (e.g., Microsoft 365 Suite – Outlook, Teams, SharePoint, Word, Excel, PowerPoint)
- Experience in managing and maintaining online documentation repositories and ensuring document accuracy and version control
- Organizational Excellence – Demonstrates the ability to prioritize, plan, and execute multiple tasks efficiently while maintaining attention to detail
- Communication Skills – Excellent written and verbal communication skills, with the ability to prepare professional documents, reports, and correspondence
- Collaboration and Teamwork – Builds strong relationships across teams and stakeholders, promoting a positive and inclusive work environment
- Initiative and Problem-Solving – Proactively identifies challenges and opportunities for process improvement and takes appropriate action
- Event Planning and Engagement – Ability to plan and deliver impactful team engagement activities, supporting the department's culture and staff well-being
- Professionalism and Integrity – Displays a high level of discretion, reliability, and commitment to ethical practices
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