Administrative Assistant I

Location: White Plains, NY - 100% onsite

Schedule: Monday–Friday, 9:00 a.m.–6:00 p.m. This schedule is fixed and not flexible.

We’re seeking a dependable, detail-oriented Administrative Assistant to support the day-to-day operations of our office. The ideal candidate has strong experience in front desk or reception coverage, mail handling, and phone support, and is comfortable working onsite in a fast-paced environment.

Because this position is fully in-office, reliable commuting access to our White Plains office is important.

What you’ll do

• Welcome guests and respond to visitors in person and by phone.
• Answer incoming calls and route them to the appropriate person or department.
• Scan, log, and distribute incoming mail through the email mail system.
• Maintain accurate mail-tracking records to ensure correspondence is accounted for and routed promptly.
• Coordinate with departments and remote employees to support office operations.
• Monitor office supply levels, submit purchase requests, expedite orders, and verify deliveries.
• Assist the Accounting Department with invoice syncing, payment receipt, and collection-related tasks.
• Prepare and mail outgoing packages.
• Support Operations Department projects as needed.
• Contribute to a positive, organized office culture.

What you’ll bring

• Strong interpersonal skills and the ability to communicate professionally with government agencies, clients, and colleagues.
• Discretion and sound judgment when handling sensitive information.
• The ability to work independently, manage pressure, multitask, and prioritize effectively.
• Excellent verbal and written communication and organizational skills.
• Attention to detail, accuracy, and consistency.
• Comfort working in a fast-paced environment.
• Proficiency with Windows-based computers, Microsoft Office, and Adobe PDF tools.
• Relevant administrative experience; a bachelor’s degree is a plus.

Please note: This role requires working onsite in White Plains Monday through Friday, 9:00 a.m.–6:00 p.m. The schedule is not flexible.

Resume not required

10469927