Note: The job is a remote job and is open to candidates in USA. The company is a fast-growing Life Sciences startup in New York City. It is seeking a Senior Administrative Assistant to support senior leaders, coordinate executive expense management, manage calendars and travel, and provide operational support during rapid expansion.
Responsibilities
- Prepare, reconcile, and submit executive expense reports in Concur
- Ensure reports are complete, accurate, and policy-compliant
- Organize receipts and documentation; follow up on missing items
- Track submission deadlines and reimbursement status
- Partner with Finance to resolve discrepancies
- Identify and recommend process improvements
- Manage executive calendars and schedule meetings across time zones
- Coordinate domestic and international travel (flights, hotels, transportation, itineraries)
- Handle conference registrations and travel logistics
- Prepare meeting materials and support meeting logistics
- Process purchase requests and administrative documentation
- Support daily administrative needs and special projects
- Assist with planning leadership meetings, company events, and offsites
- Coordinate vendor communications and administrative tasks
- Maintain organized electronic filing systems
- Track action items and project deadlines
- Provide cross-functional support to Executive Operations, Finance, and other teams
Skills
- • 3+ years of administrative or Executive Assistant experience
- • Experience with Concur or similar expense management systems
- • Strong travel coordination experience
- • Excellent organization, time‑management, and attention to detail
- • Strong written and verbal communication skills
- • Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
- • Ability to manage multiple priorities with accuracy
- • Professionalism and discretion with confidential information
Benefits
- 6-Month Contract with Potential to Convert to Permanent
- Primarily remote with occasional meetings in the NYC corporate offices
Company Overview