What are the responsibilities and job description for the Administrative Assistant III position at Mathys Potestio / The Creative Party®?
Summary
We are seeking a highly organized and proactive Administrative Assistant III to provide comprehensive administrative support to managers and teams. This role requires strong judgment, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities
Teamwork & Service Orientation
We are seeking a highly organized and proactive Administrative Assistant III to provide comprehensive administrative support to managers and teams. This role requires strong judgment, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities
- Manage complex and high-volume calendars, prioritizing requests, responding promptly to scheduling needs, and communicating updates effectively.
- Coordinate meetings with internal and external stakeholders, including scheduling rooms, arranging equipment, and managing visitor access. Greet and escort guests, candidates, and attendees as needed.
- Prepare, collect, and distribute meeting materials and provide high-quality support to visitors and company personnel.
- Arrange and manage complex travel logistics, including multi-destination itineraries and travel to high-risk locations. Ensure compliance with visa and passport requirements, arrange Global Entry/TSA PreCheck when appropriate, and coordinate security measures as needed. Provide detailed itineraries and assist with travel check-in and in-flight arrangements.
- Maintain and update departmental and compliance-related reports.
- Process monthly expense reports, including multi-currency transactions, reconciling personal and corporate card expenses using Concur.
- Create and edit correspondence, reports, and presentations with strong attention to grammar, formatting, and accuracy.
- Gather, track, and analyze market or internal data; present findings using charts, graphs, and tables.
- Conduct basic analysis and auditing tasks as needed.
- Organize and support team meetings, events, and small-scale department initiatives.
- Provide backup support for other administrative assistants.
- Stay current on internal policies, systems, and processes; proactively identify opportunities to improve workflows and efficiency.
- Participate in project teams or focus groups when required.
- Support managers with approved personal requests in alignment with company guidelines.
- Perform additional duties as assigned.
Teamwork & Service Orientation
- Collaborates effectively and builds strong working relationships.
- Demonstrates a commitment to organizational values and service excellence.
- Maintains high accuracy and attention to detail.
- Completes tasks efficiently, using sound judgment and prioritization.
- Understands business context and administrative processes.
- Communicates clearly and professionally with diverse stakeholders, including senior leaders.
- Adapts communication based on urgency and audience.
- Incorporates feedback constructively and seeks clarity when needed.
- Identifies potential issues and provides solutions proactively.
- Adapts quickly to new tools, systems, and processes.
- Demonstrates curiosity and a desire to understand broader business operations.
- Location: New York, NY
- Schedule: Hybrid (Monday–Thursday in office, Friday remote)
- Hours: Monday–Thursday, 8:30 AM – 5:30 PM (ET); flexible on Fridays
- Duration: 3-month contract
- Pay Rate: $41.38 per hour (W-2)
Salary : $41