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Title:Â Administrative Assistant Position Type:Â Short-term, temporary (less than 1 year) Location:Â New York, NY Hours:Â 9am-5pm, 37.5 hrs. per week Work Authorization:Â Must be authorized to work for any employer in the U.S without sponsorship.
If you’re someone who finds satisfaction in structure, precision, and keeping things running smoothly, this role could be a perfect fit. As an Administrative Assistant, you’ll be a key part of a team that relies on accuracy and attention to detail to support important filings and processes that impact the work of a larger agency. Every task you complete helps maintain the integrity of an organized and trusted system.
This is more than just data entry or file management. It’s about being the dependable person behind the scenes who ensures that everything is accounted for, filed correctly, and easy to find when needed. In this role, your ability to stay organized and focused will have a lasting impact across the team.
What You Will Do:
Review incoming filings for errors or missing information
Calculate filing fees when needed
Scan and process physical documents
Assign ID numbers to filings and enter data into internal databases and spreadsheets
Save and organize documents in shared folders using consistent naming conventions
Download files from cloud storage or email, rename them correctly, and ensure they are saved in the right location
Keep accurate notes in spreadsheets and databases for tracking and future reference
Use email templates to communicate with submitting attorneys about incomplete filings
Follow up on any missing or corrected documentation to ensure each filing is complete
Maintain strong digital file management practices without mixing or misplacing items
What You Bring:
A Bachelor’s degree
Strong time management and organizational skills
A high level of attention to detail—you notice errors and inconsistencies before others do
The ability to manage a large volume of documents while keeping everything clearly labeled and easy to retrieve
Comfort with technology, including Microsoft Word, Excel, Outlook, and Adobe PDF
Skill in renaming, bookmarking, and processing PDF documents
A habit of double-checking your work before considering it done
A willingness to ask questions, seek clarity, and learn continuously
The ability to follow clear protocols and help keep systems running smoothly
Why This Role Matters:
This is a role for someone who enjoys creating order out of complexity. Your accuracy and diligence will help ensure that filings are processed correctly, stored properly, and easy to access when needed. Your work will support a much larger mission and will allow others to do their jobs more effectively, knowing they can rely on you for accuracy and organization.
If you take pride in precision, thrive in a detail-driven environment, and want to play a vital part in a high-performing team, we encourage you to apply.
For more than thirty years, Penda Aiken, Inc. has committed itself to serving New York State, solidifying our position as a leading talent acquisition firm in the Northeast. Our team of industry experts collaborates closely with top-tier companies and exceptional candidates, providing personalized guidance to ensure the best possible results for everyone involved.
Partnering with Penda Aiken Inc. means positioning yourself for success. We provide access to competitive compensation, comprehensive benefits such as healthcare and dental coverage, a 401(k) plan, and paid time off (PTO), all delivered with personalized attention.
Penda Aiken, Inc. is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants without regard to race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information, military and veteran status, and any other characteristic protected by applicable law.
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