Administrative Assistant

Location: Albany, NY 12211
Work Arrangement: Fully Onsite
Work Schedule: Monday–Friday, 8:00 AM–5:00 PM
Onsite Requirement: 45 hours per week

Position Overview

The Administrative Assistant is responsible for supporting the smooth and efficient daily operation of a large project office supporting 200+ staff. Serving as a primary point of contact for visitors, clients, and employees, this individual represents Deloitte’s culture and professional standards while delivering exceptional customer service.

This role provides comprehensive administrative and office operations support, including reception, visitor access management, office supply coordination, meeting and event logistics, and building maintenance coordination. The ideal candidate is highly organized, proactive, adaptable, and comfortable managing multiple priorities in a fast-paced, professional office environment.

This is a fully onsite position requiring attendance Monday through Friday, from 8:00 AM to 5:00 PM, with a stated requirement of 45 hours per week.

Key Responsibilities

Office Administration and Reception

- Serve as a primary point of contact for office visitors, clients, vendors, and employees, providing a professional and welcoming experience.
- Manage reception activities, including greeting guests, verifying visitor information, issuing visitor badges, and escorting confirmed guests when necessary.
- Enforce office security procedures and support access control processes, including maintaining visitor logs, issuing temporary visitor passes, assisting employees with badge-related issues, and managing badge inventory.
- Manage incoming and outgoing mail and packages.
- Provide administrative support for a project office accommodating 200+ staff.
- Collaborate with other Deloitte offices to coordinate events, resources, and administrative support as needed.

Facilities and Office Operations

- Support the Office Manager with daily office operations, including monitoring and replenishing office, kitchen, and general supply inventory.
- Maintain refreshment equipment in clean and serviceable condition and coordinate with vendors for maintenance, repairs, and supply replenishment.
- Submit and track building maintenance requests and help triage facilities- and technology-related issues.
- Maintain required legal postings and support compliance with applicable health, safety, security, and building policies and procedures.
- Coordinate with the Project Management Office (PMO) to distribute project-wide announcements related to office facilities, health, and safety.
- Operate workspace reservation software to manage conference room and office space bookings.

Calendar, Meeting, and Event Coordination

- Manage the office calendar and coordinate meetings for project leadership, including 3–5 Deloitte Partners and Managing Directors, as needed.
- Coordinate conference rooms, meeting schedules, and logistical arrangements for meetings and conferences.
- Arrange catered meals for office staff at the request of project leadership.
- Organize and coordinate logistics for office functions, meetings, conferences, receptions, entertainment, and business dinners with minimal direction from project leadership.
- Anticipate scheduling conflicts and proactively resolve logistical challenges to ensure meetings and events run smoothly.
- Attend departmental meetings as needed to support office operations and project coordination.

Requirements

- At least three (3) years of professional experience as a receptionist in a large office environment or as an administrative assistant supporting senior-level or C-suite executives.
- Experience providing exceptional customer service and maintaining a professional, welcoming office environment.
- Fundamental computer skills and proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
- Excellent interpersonal, verbal, and written communication skills.
- Strong organizational skills with the ability to prioritize tasks, manage competing demands, and meet deadlines.
- Demonstrated initiative and the ability to anticipate issues, identify solutions, and resolve problems proactively.
- Ability to work effectively in a team-oriented environment and collaborate with individuals across different functions and levels of an organization.
- Ability to adapt to changing procedures, unexpected schedule changes, and evolving project requirements.
- Demonstrated professionalism and sensitivity when working with a diverse, cross-functional team, with the ability to communicate respectfully across all demographics.
- Ability to represent the organization's culture, standards, and values when interacting with employees, clients, and visitors.
- Ability and willingness to work fully onsite Monday through Friday, from 8:00 AM to 5:00 PM, with a requirement of 45 hours per week.
- Must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future.

Preferred Qualifications

- Experience coordinating complex meetings and calendars across multiple time zones.
- Experience booking conference rooms, anticipating scheduling conflicts, and proactively resolving logistical challenges.
- Experience supporting senior executives or leadership teams with meeting planning, event coordination, and administrative operations.
- Familiarity with workspace reservation platforms, visitor management systems, and office access control procedures.
- Experience coordinating facilities requests, office vendors, catering, and large-office events.

Physical Requirements & Environmental Conditions: An employee must meet these physical demands to successfully perform the essential functions of this job. Employee is regularly required to talk or hear, sit, stand, and utilize technology tools such as a laptop computer for extended periods of time. Specific vision abilities include close vision and the ability to adjust focus. This position requires the ability to occasionally lift up to 20 lbs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Briljent is a solutions-based company. Solutions come from creative ideas; ideas come from being creative with differences.

Briljent believes diversity and inclusion are critical to the success of the company. Employment at Briljent is based on merit and professional qualifications. We do not discriminate against any employee or applicant because of race, creed, color, religion, gender, sexual orientation, national origin, disability, age, veteran status, marital status or any other basis protected by federal, state or local law, regulation or ordinance.