Administrative Assistant

Beacon Hill Staffing Group • New York, NY • 4h ago

Beacon Hill was founded to set a new standard in search, career placement and flexible staffing. Our client is seeking a proactive and detail-oriented Administrative Assistant to support the Chief Business Officer and a growing Global Business Development & Licensing team within a regulated, fast-paced environment. This is a newly created role designed to bring structure, efficiency, and administrative leverage to a leadership team with heavy travel, invoicing, and coordination needs. The hours are 8:00am-5:00pm, with a flexible in-office schedule averaging at least two days per week. Key Responsibilities: Provide administrative support to the Chief Business Officer and up to six team members Coordinate complex domestic and international travel, including flights, hotels, visas, and itinerary management Process expense reports, invoices, and reimbursements accurately and in compliance with company policies Assist with budget tracking, purchase order creation, invoice submission, and reconciliation with Finance and Accounts Payable Manage calendars and scheduling across internal teams, external agencies, and global partners Serve as a primary point of contact for external partners when scheduling meetings and coordinating logistics Coordinate visitor planning including meeting room reservations, security registration, and onsite support Support meetings and events by arranging catering, supplies, materials, and follow-ups Maintain organized electronic filing systems, shared folders, and databases Assist with document preparation including PowerPoint presentations and internal reports Provide ad hoc project support and assist other administrative staff as neededQualifications: 5+ years of administrative experience, ideally in a compliance-driven or regulated environment Strong experience coordinating international travel and managing expense workflows Highly organized with exceptional attention to detail and follow-through Strong communication skills, both written and verbal Ability to manage multiple priorities and work independently with limited direction Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) Experience supporting senior leadership in professional services environments preferred Conversational Japanese a plus but not required Bachelor's degree preferred; not requiredCompensation/Benefits: Up to $70K-$80K base salary + discretionary bonus Generous PTO package Medical, dental, and vision coverage through Aetna (multiple plans available) 401(k) with employer match Hybrid schedule with flexible in-office daysBeacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply. California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act. If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/ Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records. Company Profile: Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs. Learn

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