Administrative Assistant

• Support the development and implementation of AIChE’s professional and student conferences
• Support the program lead in communication efforts with volunteers, speakers, and participants, and monitor responses
• Set up and monitor calls for abstracts and registration
• Develop processes and workflows to manage conference administrative tasks efficiently
• Manage and update conference webpages
• Assist with competitive landscape analysis and conference research
• Manage grant funding deliverables, including collecting information for and processing speaker travel stipends
• Support or lead small events, volunteer task forces, and other engagement program-related projects as directed by the Senior Director, Engagement Programs

Administrative Assistant, Engagement Programs

• Manage daily office operations and vendor relationships
• Oversee office supplies, facilities, security, maintenance, and the overall workplace experience
• Coordinate onboarding logistics and office events
• Manage the CEO’s complex calendar and meeting schedule
• Coordinate domestic and international travel arrangements and itineraries
• Screen correspondence and prioritize communications
• Prepare agendas, presentations, and meeting materials
• Take meeting minutes and track follow-up actions and deliverables
• Process expenses, invoices, and approvals
• Support Board of Directors and executive leadership meetings
• Handle confidential and sensitive information with discretion
• Partner across departments to support strategic initiatives and special projects
• Maintain organized filing systems and executive records
• Coordinate visitors, meetings, and executive hospitality
• Perform other duties as assigned

Office Manager – Personal Assistant to CEO

• Provide advanced administrative and operational support to faculty of the epidemiology program
• Manage complex calendars of department leaders using independent judgment based on priorities and resources
• Arrange meeting space and coordinate meeting/seminar requirements, including food ordering and technology devices
• Prepare and proofread memos, reports, presentations, and manuals
• Assist with department projects, including conducting research, analyzing and summarizing data, and preparing reports and spreadsheets
• Serve as the key resource within the department for administrative matters
• Answer and direct calls, schedule meetings, update calendars, answer email inquiries, order office supplies, update departmental website and documentation, and greet/escort visitors
• Prepare travel, financial, and HR-related paperwork

• Provide high-level administrative support to physicians within Molecular Imaging Therapy Service (MITS) in Radiology
• Manage complex calendars and schedule appointments, meetings, and conferences
• Prepare professional documents, including memos, letters of recommendation, correspondence, and reports
• Handle faculty reimbursements and travel authorizations
• Collaborate with the Service Chief on QGenda scheduling
• Coordinate operational meetings, including preparing agendas and taking minutes
• Order supplies and handle maintenance requests
• Assist in planning and executing service projects as needed
• Operate independently and exercise discretion in a fast-paced, evolving environment

Administrative Assistant, Molecular Imaging Therapy Service – Radiology

• Oversee and manage all operational functions and activities for the Executive Vice Dean
• Provide leadership and direction for strategic planning initiatives
• Serve as a key member of the College of Dentistry’s Dean’s Office
• Manage office budget and financial planning, facilities, project management, human resources and faculty affairs, and clinical affairs and administration
• Represent the Executive Vice Dean at selected internal and external meetings
• Manage and advise the Executive Vice Dean and office staff on day-to-day operations
• Identify priorities, resolve complex issues, and optimize available resources
• Monitor linkages with senior administrative officers to ensure effective communication and responsiveness
• Oversee ongoing projects, ensuring alignment with objectives, milestones, timelines, and success measures
• Develop, plan, and administer special events, strategic pathways retreats, activities, and meetings for high-level groups
• Serve as the primary liaison with internal and external constituents
• Provide strategic and tactical guidance for departmental activities

Senior Administrative Manager – Office of Executive Vice Dean

• Provide comprehensive administrative and staff support for the Mission Critical Communications International Business Unit
• Anticipate and execute administrative needs of the international business unit
• Manage executive and team calendars; coordinate meetings, events, interviews, and appointments; reserve conference rooms
• Create and maintain Excel spreadsheets, PowerPoint presentations, reports, and action item logs
• Document meetings and publish timely meeting minutes
• Maintain administrative folders and content in SharePoint
• Edit, compile, and manage weekly reports, including deadline reminders
• Answer, screen, and route incoming phone calls
• Coordinate and track workspace assignments; prepare spaces for new hires and office moves
• Arrange domestic and international travel and assist with expense report submissions
• Process purchase requests, Non POs, P Card transactions, cost transfers, and other procurement activities using Ariba, SAP, and related tools
• Manage office supply inventory and orders
• Monitor timecard submissions
• Maintain the department organizational chart
• Handle documentation and assets in accordance with security requirements
• Sort incoming mail and process interplant mail
• Manage and update email distribution lists and permission groups
• Support presentation materials for senior executive briefings
• Plan and coordinate events of varying size and complexity
• Adhere to company policies and procedures and perform additional duties as needed

• Support multiple executives ranging from Director to Managing Vice President level
• Manage complex executive calendars and prioritize scheduling requests, including last-minute changes
• Coordinate travel arrangements and create timely expense reports
• Drive team activities and events, including all-hands meetings and social events
• Circulate information, answer questions, and act as a team ambassador
• Foster relationships with other Administrative Assistants and teams
• Proactively solve complex problems and support efficient organizational operations

Administrative Assistant jobs in New York

Administrative Assistant, Engagement Programs

Office Manager – Personal Assistant to CEO