Administrative Assistant

About the role

We are seeking an Administrative Assistant to support a sales and marketing team in the drink and beverages industry. This long‑term contract position in New York will keep purchasing, budgeting, scheduling, and team‑support activities organized and on track.

Key responsibilities

• Create and follow through purchase orders, ensuring accuracy and compliance.
• Complete goods receipt activities and verify documentation of delivered services or materials.
• Review, submit, and reconcile invoices with finance partners and vendors.
• Track spending against budgets, maintain commitment records, and identify variances.
• Prepare administrative updates for brand and cross‑functional teams on budgets, procurement, and operations.
• Manage request submissions and status tracking within internal systems.
• Maintain organized, audit‑ready files for purchasing, financial, and administrative documentation.
• Coordinate meeting logistics, room reservations, and scheduling for workshops and team sessions.
• Assist with planning team meals, events, and group activities, handling vendor communication and logistics.

Required profile

• Minimum 2 years of experience in administrative support, finance coordination, procurement, or event coordination.
• Strong organizational skills with the ability to manage multiple assignments and deadlines accurately.
• Effective communication with internal teams, external vendors, and business partners.
• High attention to detail and a proactive approach to problem‑solving.

Required skills