What are the responsibilities and job description for the Administrative Assistant position at XLA?
XLA is currently seeking an Administrative Assistant to support our DEA client onsite in Manhattan, New York. Candidates must be local to the NYC area, as this position is onsite in a federal office setting 5 days/week.
Salary is $50,000 per year
In this position, the Administrative Assistant will provide organizational and clerical support, including managing schedules, answering phone calls, tracking tasks, drafting correspondence, maintaining records, and coordinating office operations to ensure smooth daily functions and support for senior management and staff. Key responsibilities involve answering phones, organizing files, preparing documents, scheduling meetings and travel, ordering supplies, and serving as a point of contact for internal teams and clients. This role is crucial for maintaining an organized and efficient work environment. Position will require frequent sitting, standing, typing and light lifting of office supplies (5-10lbs) if necessary.
Core Job Responsibilities
- Communication & Correspondence: Answering and directing phone calls, responding to emails and messages, and handling incoming and outgoing mail.
- Scheduling & Coordination: Managing calendars, scheduling meetings, appointments, and coordinating travel arrangements for staff.
- Record Keeping & Filing: Organizing and maintaining physical and digital filing systems, databases, and other important records.
- Document Preparation: Drafting, proofreading, and editing documents, reports, memos, and presentations.
- Office Support: Ordering and managing office supplies, maintaining office equipment, and assisting with various administrative projects.
- Visitor & Client Support: Acting as a welcoming point of contact for visitors and providing assistance to internal teams and external clients.
- Other special projects and job duties may be assigned.
EEO Statement
XLA is committed to the full inclusion of all qualified individuals and is an equal opportunity employer committed to supporting equality and integrity in the workplace, professional development and education, and an entrepreneurial atmosphere.
We encourage qualified individuals with disabilities to apply. If a reasonable accommodation is needed to participate in the job application or interview process or to perform essential job functions, please contact our HR team by phone at 703-584-8317 or via email at humanresources@xla.com. For persons who are deaf, hard of hearing, deafblind, or deaf-disabled, XLA will provide an American Sign Language (ASL) interpreter where needed as a reasonable accommodation for the hiring processes.
We are proud to be an EEO/VETERAN EMPLOYER.
All qualified applicants will receive consideration for employment without regard to their protected veteran or disabled status and will not be discriminated against for self-identifying with either category
Equal Opportunity / Affirmative Action Employer
XLA, Inc. is an equal opportunity employer committed to supporting family values, integrity in the workplace, and an entrepreneurial atmosphere.
We are proud to be an EEO/AA/M/F/VET/DISABILITY EMPLOYER.
http://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm
All qualified applicants will receive consideration for employment without regard to their protected veteran or disabled status and will not be discriminated against for self-identifying with either category.
If you require accommodation or assistance to complete the online application process, please contact Roberta Anderson-Barnes, 703-584-8308 or randerson-barnes@xla.com. When you contact Ms. Barnes, please identify the type of accommodation or assistance you are requesting. We will assist you promptly.