<p>We are looking for a highly organized and detail-oriented Finance Administrative Assistant to join our team in Albany, New York. In this role, you will provide essential support to the Accounts Payable Coordinator, ensuring the smooth processing of invoices, payments, and financial documentation for our Programs. Your ability to manage multiple tasks, maintain accurate records, and provide exceptional customer service will be key to your success.</p><p><br></p><p>Responsibilities:</p><p>• Assist the Accounts Payable Coordinator with tasks related to the Programs, including invoice processing, verification, and maintaining agreements with providers.</p><p>• Input invoices and general ledger data into fund accounting software, ensuring accuracy and appropriate approvals.</p><p>• Verify payment documents for completeness and accuracy, including calculations and required signatures.</p><p>• Resolve disputes with providers and vendors regarding invoice discrepancies.</p><p>• Update and maintain files for families, children, and providers in both paper and digital formats.</p><p>• Track and process scholarship payments, ensuring timely disbursement to providers.</p><p>• Collaborate with the team to streamline payment processes and maintain efficiency.</p><p>• Prepare and organize invoices and checks for signature, mailing, and compliance with state reimbursement claims.</p><p>• Create and manage spreadsheets and reports to support financial operations.</p><p>• Provide documentation and assistance during annual audits, including organizing invoices and payment records.</p>
<p>We are looking for a detail-oriented and proactive <strong>Front Office Administrative Assistant/Coordinator </strong>to join our team in Albany, New York <strong>onsite</strong>. As part of a small, family-owned financial management firm, you will play a key role in ensuring smooth daily operations and providing top-tier administrative support. This Contract to permanent position offers the opportunity to grow within the organization while contributing to a focused and collaborative office environment.</p><p><br></p><p><strong>Position Summary</strong></p><p>You will be the first point of contact for clients and guests and play a critical role in setting the tone of our office. This individual must be highly phone-focused, personable, organized, and comfortable supporting a small office environment where teamwork and flexibility are essential.</p><p><br></p><p><strong>KEY RESPONSIBILITIES</strong></p><p><strong>Client-Facing & Front Desk Duties</strong></p><ul><li>Answer incoming phone calls promptly</li><li>Maintain a professional, friendly, and welcoming phone presence with a “smiling voice”</li><li>Greet clients and guests warmly upon arrival</li><li>Offer and prepare hot and cold beverages (coffee, water, etc.) for clients</li><li>Maintain front desk professionalism at all times</li></ul><p><strong>Meeting & Office Coordination</strong></p><ul><li>Coordinate and prepare client meeting rooms</li><li>Ensure meeting rooms and reception areas are clean, organized, and client-ready</li><li>Keep reception and meeting spaces tidy throughout the day</li></ul><p><strong>Administrative & Team Support</strong></p><ul><li>Take detailed and accurate notes (training provided on internal paperwork)</li><li>Assist with additional projects as assigned by leadership</li><li>Use proprietary asset management software (training provided)</li><li>Support administrative staff as needed in a collaborative team environment</li></ul><p><strong>Top Skills We’re Looking For</strong></p><ul><li>Strong phone skills with confidence and professionalism</li><li>Social, outgoing personality with excellent interpersonal skills</li><li>Willingness to step in where needed and go beyond basic job duties</li><li>Comfortable working in a small office</li><li>Strong attention to detail and note-taking ability</li><li>Organized, reliable, and dependable</li></ul><p><strong>Preferred Experience</strong></p><ul><li>Front office, receptionist, or administrative support experience</li><li>Comfort using Excel and basic office technology (training provided on proprietary systems)</li><li>Client-facing or service-oriented background is a plus</li></ul><p><strong>Growth Opportunities</strong></p><p>This role offers room for growth within the firm. With time and training, there may be opportunities to move into positions such as Broker Assistant or other administrative and operational roles.</p>
We are looking for a highly organized and proactive Executive Assistant to provide dedicated support to senior leadership in Hudson, New York. This long-term contract position offers the opportunity to manage essential administrative tasks, coordinate events, and contribute to the smooth operation of executive functions. The ideal candidate will bring exceptional communication skills, attention to detail, and the ability to handle confidential information effectively.<br><br>Responsibilities:<br>• Organize logistics for management meetings, including scheduling, accommodations, and catering arrangements.<br>• Plan and execute monthly off-site management meetings, working closely with senior leadership to develop agendas and ensure seamless coordination.<br>• Provide confidential administrative support to the President, including preparing reports and managing sensitive tasks.<br>• Maintain and oversee senior leadership schedules, ensuring efficient time management and tracking follow-up actions from meetings.<br>• Generate and analyze various reports for senior management, such as KPIs and expense checks, ensuring accuracy and timely delivery.<br>• Manage office supply requests, coordinate recurring deliveries, and procure necessary items to support daily operations.<br>• Facilitate charitable donations and product requests by collaborating with inventory and finance teams.<br>• Conduct research and create presentations using Microsoft Office tools, ensuring high-quality outputs.<br>• Communicate effectively with internal and external stakeholders to maintain strong working relationships.<br>• Perform additional administrative duties as required to support the leadership team.
