Executive Secretaries and Administrative Assistants

Job Title:

Administrative Assistants

Employment Type:

Contract

Work Hours:

40 hrs./week
Work site: 100% Onsite

Location:

Stony Brook University
Job Duration: 3 months and 6 months
Closing: 02/05/2026.

Assignment 1:
Executive Office
Job Duties

• Answer and direct incoming phone calls and greet visitors professionally.
• Ensure the Executive Office and meeting rooms are clean, organized, and presentable.
• Process incoming and outgoing mail and deliveries for the Executive Office.
• Organize, maintain, and update physical and electronic paperwork and records.
• Assist with inbox management, including monitoring, organizing, and prioritizing communications.
• Maintain and update contact lists for the President.
• Support special projects and other administrative tasks as assigned.

• Excellent telephone etiquette and customer service skills.
• Strong organizational and time-management abilities.
• Ability to multitask and support multiple supervisors simultaneously.
• Ability to gather information from multiple sources and synthesize it into clear, usable formats.
• High level of discretion and ability to maintain strict confidentiality of all information handled.

• Maintain and manage digital and physical filing systems.
• Handle routine and non-routine inquiries in a professional manner.
• Scan documents and conduct file checks for accuracy and completeness.
• Work with strictly confidential labor relations and personnel-related information.

• Proficiency with Google Workspace, Microsoft Office applications, email platforms, and scheduling tools.
• Experience using Zoom and other virtual meeting platforms.
• Strong verbal and written communication skills.
• Demonstrated ability to multitask and manage competing priorities.
• Experience with HRIS systems is preferred.

• High school diploma or equivalent required.

• Prior experience in an executive secretarial or administrative assistant role preferred.
• Experience working in a professional office environment handling confidential information.

• Strong attention to detail and organizational skills.
• Professional demeanor with internal and external stakeholders.
• Ability to work independently as well as part of a team.

• 8.30am-5pm, Monday through Friday
• Interviews will be conducted in-person or online based on availability.
• Training will be provided.

• Our outstanding healthcare coverage, including dental and vision, begins in just 30 days after you join us.
• We offer weekly payments via ACH (Automated Clearing House).
• Serving as Prime Vendors to New York State and New York City for over 10 years.