Administrative Assistant

XLA is currently seeking an Administrative Assistant to support our DEA client onsite in Manhattan, New York. Candidates must be local to the NYC area, as this position is onsite in a federal office setting 5 days/week.

Salary is $50,000 per year

In this position, the Administrative Assistant will provide organizational and clerical support, including managing schedules, answering phone calls, tracking tasks, drafting correspondence, maintaining records, and coordinating office operations to ensure smooth daily functions and support for senior management and staff. Key responsibilities involve answering phones, organizing files, preparing documents, scheduling meetings and travel, ordering supplies, and serving as a point of contact for internal teams and clients. This role is crucial for maintaining an organized and efficient work environment. Position will require frequent sitting, standing, typing and light lifting of office supplies (5-10lbs) if necessary.

Core Job Responsibilities

• Communication & Correspondence: Answering and directing phone calls, responding to emails and messages, and handling incoming and outgoing mail.
• Scheduling & Coordination: Managing calendars, scheduling meetings, appointments, and coordinating travel arrangements for staff.
• Record Keeping & Filing: Organizing and maintaining physical and digital filing systems, databases, and other important records.
• Document Preparation: Drafting, proofreading, and editing documents, reports, memos, and presentations.
• Office Support: Ordering and managing office supplies, maintaining office equipment, and assisting with various administrative projects.
• Visitor & Client Support: Acting as a welcoming point of contact for visitors and providing assistance to internal teams and external clients.
• Other special projects and job duties may be assigned.