The Phoenix Group is hiring: Administrative Assistant in New York

Principal Recruiter at The Phoenix Group | Specializing in Legal, Accounting & Finance

Administrative Assistant

New York City Metropolitan Area (On-site)

About Us

The Phoenix Group is a boutique staffing agency specializing in Accounting & Finance, Legal, Administrative, and IT talent. We focus on quality over quantity, personalizing every search to help our clients and candidates rise to success.

About the Role

We’re seeking a highly organized and proactive Administrative Coordinator to support our internal operations and leadership team. This role is central to keeping our business running efficiently, overseeing office logistics, coordinating staff communication, maintaining HR records, and supporting our recruiting and sales teams. You’ll also play a key role in organizing company events and ensuring smooth day-to-day operations. For the right person, this position offers clear growth potential into a broader operations or people management role as the company continues to expand.

What You’ll Do

• Oversee daily office operations, including supplies, vendor coordination, and equipment tracking.
• Serve as the first point of contact for staff and administrative requests.
• Support new hire onboarding and maintain accurate employee and contractor records.
• Provide sales administrative support, including client data entry, reporting, and tracking.
• Track and maintain PTO records, ensuring requests are logged, balances are accurate.
• Maintain company calendars, directories, and internal documentation.
• Plan and coordinate internal and external events, meetings, and team gatherings.
• Update job postings, organize interview schedules, and track candidate activity in the ATS.
• Handle mail, deliveries, and general office correspondence.
• Prepare internal reports, presentations, and communications as needed.
• Post company updates and job openings on LinkedIn and other social channels.

What We’re Looking For

• 3 years of experience in an administrative, operations, or office coordination role (staffing industry experience a plus).
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office; experience with ATS or CRM systems preferred.
• Ability to multitask and prioritize in a fast-paced environment.
• Excellent communication and problem-solving skills.
• Experience planning and organizing company events or meetings is a plus.

What We Offer

• A collaborative, close-knit team where your work is valued
• Opportunities to grow your skills in operations, HR, and business management