FINANCE ADMINISTRATIVE ASSISTANT in New York at GXC Inc

The Administrative Assistant at GXC provides day-to-day administrative support that helps keep departmental and office operations organized, accurate, responsive, and efficient. This role is responsible for scheduling support, document and records management, tracking, report preparation, office supply coordination, and general administrative assistance that enables effective business operations across a variety of functional areas.

The Administrative Assistant is expected to operate with strong attention to detail, sound judgment, professionalism, adaptability, and confidentiality.

Administrative and Office Support

• Provide administrative support to department leadership and associated staff, including calendar coordination, scheduling assistance, meeting preparation, and follow-up on routine action items.
• Prepare, organize, file, scan, and maintain business records, correspondence, reports, and operational documentation in accordance with company standards.
• Receive, route, and respond to routine internal and external inquiries in a timely, professional, and service-oriented manner.

Documentation and Tracking

• Maintain accurate logs, trackers, and filing systems for administrative, operational, departmental, and company documentation.
• Support the accurate entry, organization, and maintenance of information within approved business systems, databases, and shared records.

Reporting and Workflow Coordination

• Compile routine reports, summaries, and supporting materials for leadership using information from internal files, trackers, and approved business systems.
• Track administrative or workflow inefficiencies, identify recurring issues, and communicate findings clearly to support process improvement.
• Assist with implementation of updated administrative systems, templates, or procedures intended to improve efficiency, organization, and consistency.
• Coordinate routine administrative tasks and follow-up items to support departmental workflows, deadlines, and operational priorities.
• Assist with routine administrative audits by reviewing records, trackers, and documentation for accuracy, completeness, and compliance with company procedures, and elevate discrepancies or missing information to appropriate leadership for follow-up.

Supplies and Operational Readiness

• Order, receive, track, and distribute office supplies and administrative materials while maintaining appropriate inventory levels for business needs as needed.
• Assist in maintaining organized workspaces, administrative resources, and general office readiness in support of daily operations.

Professional Standards and Confidentiality

• Handle sensitive business, personnel, operational, and other confidential information with discretion, confidentiality, and professionalism at all times.
• Maintain a neat, professional appearance and represent the organization with a courteous, solutions-oriented demeanor in all interactions.
• Perform other administrative support duties as assigned within the scope of the position and organizational priorities.

QUALIFICATIONS / EXPERIENCE

• Associate degree preferred; equivalent professional experience in an administrative support role may be considered in lieu of degree.
• Proven experience providing administrative, office, or operational support in a professional business environment.
• Proficiency with Microsoft Office Suite, including Excel, Word, and Outlook.
• Strong attention to detail, organization, and time-management skills.
• Excellent written and verbal communication abilities and strong interpersonal skills.
• Ability to manage multiple priorities, meet deadlines, and maintain confidentiality with integrity
• Friendly, professional demeanor and dependable work habits

SKILLS AND COMPETENCIES

• Administrative coordination, scheduling, and records management
• Strong organization, prioritization, and follow-through in a fast-paced environment
• Professional written and verbal communication
• Accuracy in document handling, tracking, and data entry
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook
• Confidential handling of sensitive information
• Ability to identify workflow inefficiencies and support process improvement
• Customer-service mindset with sound judgment, professionalism, and dependability
• Adaptability to support varying departmental needs, priorities, and leadership requirements

WORKING CONDITIONS / PHYSICAL REQUIREMENTS

• Maintain focus, organization, and independence in a remote or hybrid working environment while managing multiple priorities.
• Perform prolonged periods of sitting, keyboarding, document review, and computer-based work throughout the workday.
• Communicate clearly and professionally in person, by phone, by video, and in writing.
• Exercise attention to detail and consistent judgment when working with schedules, records, and sensitive information.
• Lift and move office materials or supplies up to 15 pounds on an occasional basis.