Administrative Assistant

Temp to Perm opportunity - Huge career growth!

On-site 5 days, NYC

Title: Administrative Assistant, Executive Operations

Reports To: Chief of Staff

Location: NYC, in-office

Job Summary:

The Bachrach Group is seeking an exceptionally organized, proactive, and resourceful Administrative Assistant to provide direct support to TBG’s leadership and help coordinate priorities across the organization. TBG is a staffing and recruiting agency, and this position will work closely with both sides of the business - partnering with recruiting and production teams as well as back-office, operations, and leadership teams. You will help manage calendars, meetings, follow-ups, administrative responsibilities, expenses, office needs, events, and cross-functional projects. This is an ideal opportunity for an early-career professional who enjoys creating structure, staying several steps ahead, and helping others remain organized and accountable.

Job Duties/Responsibilities:

Administrative/Production:

• Schedule meetings, send calendar invites, and manage basic scheduling needs.
• Create Zoom/Teams links, ensure meeting rooms are ready (virtually or in-person), and troubleshoot basic tech issues.
• Distribute meeting agendas provided by leaders in advance, take meeting minutes, and send follow-up summaries with action items.
• Assist with creating, formatting, and updating documents, spreadsheets, and client-facing materials, using templates or guidelines provided.
• Organize and maintain shared drives and shared documents.
• Post team updates, reminders, and announcements in Teams channels or other internal platforms; Send reminders about deadlines, follow-ups, or upcoming tasks to team members or clients as requested.
• Assist with travel arrangements, reservations, invoices, reimbursements, and monthly expense reporting in partnership with the broader team and accounting.
• Keep process documents updated to reflect any changes in team workflows or procedures
• Serve as a dependable point of coordination between the Chief of Staff and internal stakeholders.
• Handle confidential employee, financial, client, and company information with discretion and sound judgment.
• Anticipate needs, identify gaps, and recommend practical systems or solutions rather than waiting for every next step to be assigned.

Cross-Functional Coordination & Events:

• Partner with recruiting, production, operations, back-office, and leadership teams to keep projects and priorities moving forward.
• Track deadlines, request outstanding information, communicate updates, and flag potential delays.
• Assist with special projects and company-wide initiatives that may span multiple departments or affiliated businesses.
• Partner with the team to support the organization and day-to-day needs of the NYC office.
• Help coordinate office ordering, inventory, supplies, seasonal décor, event materials, and shared spaces.
• Assist with company events throughout the year, including invitations, attendance tracking, vendors, materials, schedules, and event-day logistics.
• Support internal communications, company publications, newsletters, branding projects, public relations initiatives, and marketing-related deadlines.
• Create and assist with Social Media initiatives, including researching audience preferences and trends, generating engaging text, image, and video content, designing branded posts to engage and captivate the audience, drafting and editing internal communications, and ad hoc requests
• Submit team highlights and announcements to marketing for LinkedIn or TBG Talks.

Skills Required:

• Proficiency in meeting deadlines and handling multiple tasks effectively.
• Familiarity with Canva, Adobe Photoshop, and Asana is preferred.
• Prior work experience within marketing or a related industry is highly desirable.
• Exceptional writing, communication, and presentation skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

Education:

• Bachelor's degree preferred.

TBG is an equal opportunity employer, drug-free workplace, and complies with ADA regulations as applicable. All applicants are considered for all positions without regard to race, religion, color, sex, gender, sexual orientation, pregnancy, age, national origin, ancestry, physical/mental disability, medical condition, military/veteran status, genetic information, marital status, ethnicity, alienage, or any other protected classification, in accordance with applicable federal, state, and local laws. By completing this application, you are seeking to join a team of hardworking professionals dedicated to consistently delivering outstanding service to our customers and contributing to the financial success of the organization, its clients, and its employees. Equal access to programs, services, and employment is available to all qualified persons. Those applicants requiring accommodation to complete the application and/or interview process should contact a management representative.