Job Description
Are you a highly organized and proactive professional ready to thrive in a dynamic, fast-paced environment? Apex Business Solutions is searching for a talented and detail-oriented Office Administrator to be the cornerstone of our New York City headquarters.
In this essential role, you will orchestrate daily office operations, provide high-level support to senior leadership, and ensure everything runs with precision and efficiency. Your responsibilities will span executive scheduling, vendor management, expense reporting, office logistics, and serving as the welcoming face of our company culture. We need a proactive problem-solver who can anticipate needs and communicate effectively across all levels. If you are an organizational powerhouse with a passion for operational excellence, this is your opportunity to join a forward-thinking company that invests in its people.
We offer a competitive compensation package, opportunities for advancement, and a collaborative work environment in a premier NYC location.
Responsibility
- Manage complex calendars and schedules for executive leadership, coordinating internal and external meetings, appointments, and travel arrangements.
- Serve as the primary point of contact for office operations, including managing vendor relationships, ordering supplies, and maintaining a clean, organized workspace.
- Prepare and process expense reports, invoices, and budget tracking documents with high accuracy and attention to detail.
- Facilitate internal communication by drafting correspondence, memos, and company-wide announcements, ensuring clarity and consistency.
- Coordinate and execute company events, team offsites, and client meetings, handling all logistics from venue booking to catering.
- Screen and direct incoming calls, emails, and visitors, providing a warm and professional first impression of the company.
- Assist with onboarding new employees, preparing workspace setups, and ensuring all necessary equipment and access are ready.
- Maintain and update company databases, filing systems, and CRM records to ensure data integrity and accessibility.
Qualification
- 2-5 years of proven experience as an Office Administrator, Administrative Assistant, or Executive Assistant in a corporate environment.
- Exceptional organizational and multitasking skills with the ability to prioritize tasks effectively in a fast-paced setting.
- Excellent written and verbal communication skills, with a high level of professionalism and discretion.
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with project management tools (e.g., Asana, Trello).
- Strong problem-solving abilities and a proactive, 'can-do' attitude towards challenges and changes.
- High school diploma required; Bachelor's degree in Business Administration or a related field is strongly preferred.
- Proven ability to handle sensitive information with absolute confidentiality.
- Experience with office budget management and vendor contract negotiation is a plus.