Administrative Assistant

Provide general administrative support, including telephone coverage, mail handling, travel arrangements, expense tracking, filing, and document preparation. This role will support office operations, records management, purchasing, vendor coordination, and facilities across multiple locations.

Title: Administrative Assistant

Office Status: Fully Onsite New York City

Pay Rate: Up to $40

Contract Length: 6 12 months, with potential to transition to permanent employment

ABOUT THE ROLE

A financial services organization is seeking a bilingual Mandarin Administrative Assistant to provide day-to-day administrative and operational support to its management and administration teams. This role will support office operations, records management, purchasing, vendor coordination, and facilities across multiple locations. The ideal candidate is highly organized, detail-oriented, and fluent in both spoken and written Mandarin Chinese and English.

RESPONSIBILITIES

• Provide general administrative support, including telephone coverage, mail handling, travel arrangements, expense tracking, filing, and document preparation.
• Coordinate administrative processes for consultants, including onboarding, timesheets, invoice processing, and termination records.
• Maintain organized records and support document classification, retrieval, retention, and disposal.
• Coordinate office equipment, fixed assets, inventory, and procurement activities.
• Monitor and replenish office and pantry supplies and maintain accurate inventory records.
• Process invoices and purchasing requests in accordance with internal policies.
• Maintain accurate check records and oversee inventory of blank check stock.
• Coordinate with building management regarding facilities matters, maintenance, and visitor access.
• Maintain organizational charts, phone extension lists, and other internal administrative records.
• Coordinate maintenance services and facilities needs across New York and New Jersey offices.
• Assist with third-party vendor onboarding and performance reviews.
• Support administrative needs for staff, including arranging utilities, phone services, and other essential services.
• Help maintain a safe, organized, and professional workplace.
• Provide backup support to other department staff and assist with additional administrative projects as needed.