Administrative Assistant Job at ILVE USA, Brooklyn, NY

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  • ILVE USA
  • Brooklyn, NY

Job Description

Job Title: Administrative Assistant

Location: Bath Beach, Brooklyn, NY (On-Site)

Schedule: Monday – Friday, 9:00 AM – 6:00 PM | Full-Time

Position Summary: We are seeking a highly organized and proactive Administrative Assistant to join our team in Bath Beach, Brooklyn. This hybrid role combines administrative support with project coordination responsibilities, playing a key role in keeping daily operations efficient while driving project timelines and deliverables. The ideal candidate will be detail-oriented, resourceful, and able to balance multiple priorities in a fast-paced environment.

Key Responsibilities:

  • Manage daily office operations including answering phones, responding to emails, and greeting visitors.
  • Maintain and organize filing systems, both electronic and physical.
  • Coordinate calendars, schedule meetings, and arrange travel and logistics for team members.
  • Prepare, proofread, and edit reports, presentations, and correspondence.
  • Monitor office supply levels and place orders as needed to ensure smooth operations.
  • Handle sensitive and confidential information with discretion.
  • Plan, coordinate, and track small to mid-sized projects from initiation through completion.
  • Develop and maintain project schedules, task lists, and status reports to ensure deadlines are met.
  • Facilitate communication between departments to ensure alignment and resolve project-related issues.
  • Monitor project progress, flag potential risks, and escalate issues to leadership when needed.
  • Support process improvement initiatives to optimize workflow and increase efficiency across teams.

Qualifications:

  • Associate’s or Bachelor’s degree preferred.
  • 2+ years of administrative experience; project coordination or management experience is a plus.
  • Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with project management tools such as Asana, Trello, or Monday.com is highly desirable.
  • Strong organizational, time management, and problem-solving skills.
  • Excellent written and verbal communication abilities.
  • Ability to manage multiple tasks, prioritize effectively, and meet deadlines.
  • Professional, adaptable, and collaborative attitude with a keen attention to detail.

Benefits:

  • Competitive salary
  • Health, dental, and vision insurance
  • Paid time off and company holidays
  • Opportunities for professional growth and advancement
  • Supportive, team-oriented work environment

Job Tags

Holiday work, Full time, Monday to Friday,

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