Overview
Administrative Assistant/ Office Manager Jobs in New York, NY at Research Foundation of The City University of New York
Description:
Office Assistant
Full-time
Portland Office
Mahlum is seeking an organized, friendly, and proactive Office Assistant to help keep our Portland office running smoothly. In this role, you’ll be the heart of our day-to-day operations, supporting our design teams and collaborating closely with HR, Accounting, IT, and Marketing. This position is ideal for someone who thrives in a collaborative environment, enjoys being the go-to person, and takes pride in creating an organized and welcoming workplace. You’ll work closely with our Seattle-based Office Assistant, and together you’ll help ensure consistent and supportive experience for all staff, guests, and visitors across locations.
This role is based in our Portland office and is expected to be on-site full-time.
Mahlum
Mahlum has a culture committed to sustainability, justice, equity, diversity, and inclusion. As an organization committed to projects that benefit our communities, we strive to hire a workforce representative of the communities we serve. We recognize the power a diverse workforce brings to our organization and support a positive and welcoming environment.
The starting hourly salary rate is targeted at $25.00 – $32.00 per hour. Please note that with pay equity analysis, starting pay is based on the experience stated on your resume/application. Mahlum employees are eligible for annual discretionary bonus compensation in addition to salary.
Mahlum provides our employees with comprehensive benefits including 100% paid medical, dental, vision, and life insurance costs, 401k plan with immediate employer matching, PTO available upon hire, annual continuing education stipends, paid membership dues & licensing costs. Mahlum supports staff in choices such as matching charitable donations, providing paid volunteer time, providing financial support for commuting to work by public transit, bicycle, walking, or carpool. We are committed to an ongoing hybrid flexible work environment where our staff have in-office and work-from-home options. Mahlum participates in the JUST Label transparency program.
All applicants must live and work in the Portland metro area and be legally authorized to work in the United States. Come join us.
Requirements:
Key Responsibilities
Provide administrative and clerical support to the office and design staff
Greet and welcome guests, clients, and visitors, creating a warm, inclusive environment
Answer and direct phone calls
Manage incoming and outgoing mail, packages, and deliveries
Serve as primary contact for building management, coordinate facilities and maintenance needs
Maintain and organize communal office spaces, ensuring they are clean and well-stocked
Track and reorder office supplies
Coordinates employee travel and logistics
Support Materials Library team and manage communication with product reps
Assist IT with technology support for staff, including building access management
Provide general administrative support to HR, Accounting, and Marketing teams as needed
Help plan and coordinate virtual, offsite, and onsite meetings and events, including our annual all staff party and retreat
Work with leadership on special projects
Partner with Seattle Office Assistant to ensure alignment and shared systems
Qualifications & Requirements
Previous experience in office coordination, reception, or administrative support
Strong organizational and time management skills, able to manage competing priorities and deadlines
Excellent verbal and written communication skills
Warm, customer-focused approach with an ability to anticipate needs
Ability to work independently and take initiative, while also thriving in a collaborative team environment
Comfortable working in a dynamic office with frequent interruptions
Proficiency in Microsoft Office Suite and video conferencing tools
Experience with Adobe Creative Suite or database tools is a plus
Familiarity with project-based or creative workplaces preferred
Enthusiastic about Mahlum’s vision, culture, and commitment to equity and design
Additional Info
This role may involve light physical tasks such as restocking supplies or lifting packages (up to 25 lbs). We are committed to supporting accessibility. If you need any accommodations during the application process, please let us know.
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Title: Administrative Assistant/ Office Manager
Company: Research Foundation of The City University of New York
Location: New York, NY
