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Executive Secretary and Administrative Assistant

Albany, NY 12234

Posted: 11/28/2025 Industry: Administrative & Clerical Job Number: 7883 Pay Rate: 17.00

Job Description

Job Title: Administrative Assistant
Position Summary
The Administrative Assistant provides essential support to the Executive Director and office staff by managing communications, scheduling, and office operations. This role ensures efficient workflow and excellent customer service within the Charter School Office (CSO).
Key Responsibilities

  • Telephone & Communication
    • Answer and route calls promptly and professionally; retrieve and return voicemail messages.
    • Place outgoing calls as requested.

  • Correspondence & Documentation
    • Sort, track, and distribute incoming mail.
    • Prepare and format written correspondence on official letterhead.
    • Draft and send email communications and CSO notifications to internal and external stakeholders.
    • Maintain organized filing systems for documents and records.

  • Clerical Support
    • Assist staff with photocopying, scanning, and filing.
    • Respond to emails sent to the office inbox or forward to appropriate staff.

  • Scheduling & Travel Coordination
    • Prepare travel forms and maintain travel logs.
    • Schedule appointments for the Executive Director and staff.
    • Organize virtual meetings and webinars via Zoom or Teams.

  • Office Operations
    • Place and follow up on work orders for office equipment, phones, and software.
    • Implement office policies and maintain efficient workflow.
    • Resolve day-to-day operational issues and coordinate information flow.
Qualifications
  • High school diploma or equivalent; associate degree preferred.
  • 2+ years of administrative support experience.
  • Proficiency in Microsoft Office Suite and virtual meeting platforms (Zoom, Teams).
  • Strong organizational and communication skills.
  • Ability to manage multiple tasks and maintain confidentiality.

Meet Your Recruiter

Danielle Esposito
Talent Acquisition Specialist

Danielle Esposito is a results-driven recruiter with a passion for connecting top talent to meaningful opportunities. With experience spanning staffing agencies and corporate recruitment, she brings expertise in full-cycle hiring, candidate advocacy, and process optimization. At Penda Aiken Inc., Danielle supports clients across industries with temporary staffing solutions, leveraging data, sourcing strategies, and strong partnerships with hiring managers to ensure timely, high-quality placements.


She holds a Bachelor of Arts in Child Study with a concentration in Psychology from St. Joseph’s College and is certified as an Associate Professional in Human Resources (aPHR).

About Us

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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About Albany, NY

Ready to take the next step in your career? Explore our job opportunities in the vibrant Albany, New York area! Known for its rich history, stunning architecture, and thriving arts scene, Albany offers endless opportunities for professional growth. Whether you're strolling through Washington Park, catching a show at The Egg, or indulging in local delicacies like chicken riggies or spiedies, Albany's charm and unique culture will make your career journey even more rewarding. Join us in this dynamic region and discover why Albany is not just a job location but a place to thrive!