Administrative Assistant

Job Title: Administrative Assistant
Location: Generation Next Fertility - NYC
Job Type: Full-Time
Reports to: Practice Manager

Job Summary:

The Administrative Assistant is a key team member responsible for performing a broad range of clerical and administrative tasks that support daily operations and ensure the office's efficient functioning. This role requires high levels of organization, efficiency, and flexibility. Reporting to the Practice Manager, this individual serves as the foundation for operational excellence and contributes to the highest level of service for internal and external stakeholders.

Key Responsibilities:

• Meeting and Calendar Management:
  • Organize and schedule meetings, handle logistics, coordinate attendees, and prepare necessary materials.
  • Resolve any appointment conflicts, ensuring smooth operations.
  • Maintain and coordinate executive and departmental calendars.
• Office Supplies & Vendor Management:
  • Keep a detailed inventory of office supplies, initiating orders when levels are low.
  • Conduct regular audits and maintain office equipment, ensuring all supplies are available and office functionality is efficient.
  • Liaise with vendors, ensuring timely and cost-effective delivery of services and supplies.
• Communication & Liaison:
  • Serve as a point of contact for phone calls, emails, and visitors; handle inquiries in a professional manner.
  • Work closely with the Practice Manager and staff to facilitate effective communication and support overall office efficiency.
  • Provide general support to visitors and employees.
• Document Management & Reporting:
  • Prepare, proofread, and distribute documents such as memos, emails, and reports.
  • Manage filing systems, both digital and physical, ensuring confidentiality and easy access to important records.
  • Assist in the preparation of various reports, demonstrating strong attention to detail.
• Administrative Support:
  • Perform data entry, generate reports, and maintain databases.
  • Assist in the planning and execution of special projects as needed.
  • Provide comprehensive support to staff through a variety of organizational tasks that improve team productivity.
• Financial & Travel Support:
  • Handle expense reports, process invoices, and assist in budget tracking as required.
  • Book domestic and international travel arrangements for executives, including transportation, accommodations, and itineraries.
• Daily Office Operations:
  • Contribute to the overall daily operational needs of the office, supporting the business objectives and facilitating smooth workflows.

Job Qualifications:

• College Degree Required
• Proven experience in an office assistant, administrative assistant, or relevant role.
• Knowledge of office management systems and procedures.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Working knowledge of office equipment, including printers and fax machines.
• Strong time management skills and ability to prioritize tasks effectively.
• Excellent written and verbal communication skills.
• Attention to detail with strong problem-solving abilities.
• Highly organized with the capacity to multitask.

Work Environment:

This role operates in a professional office environment. The Administrative Assistant will perform their duties primarily at a desk but may need to move around the office to support operations.