Overview
Administrative Manager Jobs in Pleasantville, NY at The Nicholas Center
Job description
Job Title: Executive Assistant & Shipping Coordinator
Position Summary:
The Executive Assistant provides high-level administrative support to the executive management team while also managing logistics and shipping operations. This role is responsible for handling complex administrative tasks, coordinating calendars, and overseeing project management for investor conferences, meetings, and special initiatives. Additionally, the position involves arranging domestic and international travel, ensuring seamless execution of itineraries and accommodations.
A key aspect of this role is overseeing shipping and logistics functions, ensuring the timely and accurate handling of investigational products, clinical shipments, and business materials. The Executive Assistant serves as a central point of contact, facilitating communication between internal teams and external stakeholders.
The ideal candidate will demonstrate exceptional organizational skills, independent judgment, and the ability to manage multiple priorities in a fast-paced environment. Due to the nature of the role, maintaining discretion when handling confidential information is critical. Some weekend availability may be required to accommodate business needs.
Key Responsibilities
Reasonable accommodations may be provided to enable individuals with disabilities to perform essential job functions.
1. Administrative & Executive Support:
Coordinate and manage complex scheduling activities, including meetings, travel arrangements, conferences, and department functions for executive leadership.
Act as a key liaison between executive leadership, internal departments, board members, and external partners, ensuring effective communication and handling sensitive matters with discretion.
Oversee incoming and outgoing correspondence, drafting responses and managing follow-ups as needed.
Prepare and reconcile expense reports, ensuring accuracy in financial documentation related to travel, conferences, and corporate events.
Maintain office efficiency by managing supplies, organizing workspaces, and overseeing general administrative functions.
Develop and refine presentations, reports, and executive materials to support leadership initiatives.
Record meeting discussions, track action items, and ensure timely follow-up on key deliverables.
2. Logistics & Shipping Management:
Oversee the execution of shipping and receiving operations for investigational products, R&D, clinical operations, and office materials.
Coordinate domestic and international shipping, ensuring timely and accurate delivery of materials.
Monitor shipments, resolve delivery issues, and maintain accurate records for compliance and reporting.
Work closely with vendors and couriers to optimize logistics processes and control costs.
Support time-sensitive shipments, which may require weekend availability.
3. Event & Conference Coordination:
Manage planning, logistics, and execution of investor conferences, meetings, and corporate events.
Handle venue selection, contract negotiations, transportation, accommodations, catering, and materials preparation.
Conduct pre- and post-event evaluations and report on outcomes.
Manage last-minute changes and resolve any issues that arise before or during events.
4. Special Projects & Weekend Availability:
Work independently or within a team on non-recurring and ongoing projects.
Support time-sensitive business operations, which may require weekend availability.
Qualifications & Skills
Experience
Required:
High school diploma; some college coursework preferred.
6+ years of administrative experience.
Preferred:
Associate’s or Bachelor’s degree.
Experience or familiarity with project management, event planning, and administrative tools.
Strategic thinker with strong organizational skills and an intuitive, calm demeanor.
Skills
Communication Proficiency
Time Management
Collaboration Skills
Personal Effectiveness & Credibility
Flexibility
Detail-Oriented
Technical Proficiency
Stress Management & Composure
Equal Employment Opportunity Statement
PolarityBio is committed to providing equal employment opportunities. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, nationality, ancestry, national origin, sex (including pregnancy), gender, affection or sexual orientation, gender identity or expression, age, familial status, marital status, domestic partnership or civil union status, veteran status, physical, sensory, or mental disability, perceived disability, AIDS and HIV status, atypical heredity cellular or blood trait, liability for service in the Armed Forces, genetic information, or any other protected category under federal, state, or local laws.
PolarityBio is committed to fostering an inclusive workplace where all employees can contribute to the company’s success and are valued for their skills, experience, and unique perspectives.
Final Notes
This job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that may be required. Duties, responsibilities, and activities may change based on business needs.
Title: Administrative Manager
Company: The Nicholas Center
Location: Pleasantville, NY
