Administrative Assistant - Remote

About The Company

CiviTronix is a forward-thinking organization committed to delivering innovative solutions within the engineering and technology sectors. Our company prides itself on fostering a collaborative and dynamic work environment that encourages professional growth and excellence. With a focus on client satisfaction and operational efficiency, CiviTronix continually strives to set industry standards through cutting-edge projects and dedicated team members. We value integrity, innovation, and teamwork, making us a leading choice for professionals seeking to contribute to impactful projects in a supportive setting.

About The Role

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team in New York, New York. This vital role involves providing comprehensive administrative support to ensure the seamless operation of our office and support across various departments. The ideal candidate will be proactive, self-motivated, and capable of managing multiple tasks efficiently in a fast-paced environment. You will serve as a key point of contact for internal teams and external clients, assisting with scheduling, documentation, communication, and project coordination. Your contributions will directly impact the efficiency and effectiveness of our operations, making this an excellent opportunity for someone looking to grow their career in administration within a thriving company.

Qualifications

• High school diploma or equivalent; an associate degree or higher in business administration, office management, or related field preferred.
• Minimum of 1-2 years of experience in an administrative or office support role, ideally within an engineering or technical environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with office management software and project management tools such as Asana, Trello, or similar platforms is a plus.
• Basic knowledge of accounting software like QuickBooks or Xero is advantageous.
• Strong organizational skills with the ability to prioritize and manage multiple tasks effectively.
• Exceptional attention to detail to ensure accuracy in all work.
• Excellent written and verbal communication skills for professional interactions.
• Strong problem-solving skills with a proactive approach to challenges.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Team-oriented mindset with the ability to collaborate across departments.
  
  

Responsibilities

• Provide daily administrative support to senior management, engineers, and team members to facilitate smooth office operations.
• Manage calendars by scheduling and coordinating appointments, meetings, and conference calls efficiently.
• Act as a liaison between internal teams and external clients, handling communication via phone, email, and correspondence professionally and promptly.
• Prepare, organize, and maintain documents, reports, and presentations, ensuring proper filing and easy retrieval.
• Assist in the development of project proposals, presentations, and other documentation for client meetings and internal use.
• Oversee office supplies and equipment, ensuring timely replenishment and maintenance of a clean, organized workspace.
• Maintain and update databases, records, and systems with accuracy, performing data entry tasks as required.
• Coordinate travel arrangements and accommodations for team members, optimizing itineraries and meeting requirements.
• Support billing and invoicing processes by preparing documentation, tracking expenses, and liaising with accounting teams.
• Provide excellent customer service to clients, vendors, and stakeholders, addressing inquiries and resolving issues professionally.
• Organize and coordinate internal and external meetings, events, and conferences, including logistics and meeting material preparation.
• Assist with special projects and ad hoc administrative tasks, demonstrating flexibility and multitasking capabilities.
  
  

Benefits

• 401(k) retirement plan with company matching
• Health insurance coverage
• Dental insurance
• Life insurance
• Paid time off and holidays
• Opportunities for professional development and growth
• Supportive and collaborative work environment
  
  

Equal Opportunity

CiviTronix is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.