Freelance Administrative Assistant

Updated: November 18, 2021
Location: New York, NY, United States
Job ID: 137913

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We are looking for a reliable, energetic and solutions oriented Administrative Assistant to integrate with our team and be part of our community. S/he will be responsible for supporting the President of PR and leadership teams through a variety of tasks related to the organization, agency accounts and individual business needs. The essence of this role is to enable the success of the PR President to optimize her time by knowing that the administrative assistant is ably handling tasks at hand and anticipating needs. To be successful and have fun in the role, the teams and individual will trust and respect each other and the candidate will successfully integrate and understand the team culture and ethos.



  • Manage calendars/agendas/travel arrangements/appointments/expenses etc. for President of PR (i.e. identifying necessary and unnecessary meetings to attend, keeping calendars organized, etc.)
  • Assist with travel arrangements and expenses for select senior management
  • Help managing onboarding of new staff, development of job aids, vacation calendar, phone trees, gathering of bios and photos of the teams, etc.
  • Assist with agency account financial and other data
  • Develop systems to keep teams organized and ensure nothing falls through the cracks
  • Manage financial and administrative processes such as invoice submission and freelancer timesheets
  • Submit timely reports and prepare documents/updates as assigned
  • Help coordinate agency business and cultural activities including logistics, plans, etc.

Job Requirements

What success looks like:

  • Joining all staff meetings for both practices and sending out agendas or notes as relevant
  • Seamlessly coordinating calendars and scheduling for senior leadership
  • Successful submission and management of expense reports for senior members of the two practices
  • Invoice and purchase order management
  • Liaising with relevant company teams (finance, IT, HR) as needed
  • Document/Content management (upkeep) e.g., vacation calendars, bios and photos, org charts, Job Aides, Template documents
  • Support culture activities (schedule, plan, buy and expense materials, liaise with vendors, send reminders etc.)
  • Ad hoc requests related to collating information


Minimum Qualifications

  • Experience as an administrative or executive assistant or relevant role
  • Excellent project/time management, strong attention to detail and logistics skills
  • Excellent organizational and leadership skills
  • Comfort with assisting financials/budgets or learning how to
  • Clear/concise written and oral communication
  • Familiarity with office support procedures and basic accounting principles
  • Open to learning new skillsets and jumping in with an “I can do this attitude”
  • Ability to multi-task and perform under pressure in a fast-paced (but fun) environment
  • Able to maintain effective working relationships with staff, third-parties and clients
  • Excellent knowledge of MS Office, Excel and office management software (Oracle, PPT a plus)


Preferred Qualifications

  • High school diploma; BSc/BA in office administration or relevant field

As a healthcare company we have an important responsibility to protect individual and public health. This position will require individuals to be fully vaccinated against COVID-19 as part of their job responsibilities, unless an exemption can be confirmed based on a medical condition or sincerely held religious belief. Submission & Approval of an Exemption does not guarantee that an exemption can be accommodated.

At Syneos Health Public Relations, the possibilities are infinite. Because of our “no walls, no limits” philosophy and entrepreneurial spirit, our employees have the opportunity and potential to work on projects beyond their years of experience. The only limitations here are those that are self-imposed, and we make sure to reward staff based on talent, not title.

Syneos Health Communications is the only healthcare communications network that is part of a company on the frontlines of healthcare, with a clear view into the everyday complexities of life and health. As part of Syneos Health™, our agencies — consisting of leading brands and experts in advertising, branding, public relations, managed markets and medical communications — are engaged in every point of influence in health, providing real-world insight into markets and audiences in ways that no other partner could.

WORK HERE MATTERS EVERYWHERE | How will you accelerate bringing new therapies to patients?

Syneos Health is an affirmative action/equal opportunity employer (Minorities/Females/Vet/Disabled) 

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