Administrative Assistant

About Aeon Nexus

Aeon Nexus builds JusticeNexus, an enterprise legal case management platform on the Microsoft Power Platform. We serve justice and public safety agencies across federal, state, and local government, partnering closely with Microsoft and public sector stakeholders.

We operate from offices in Albany, NY and El Segundo, CA and employ U.S.-based, full‑time W‑2 employees only—no contractors—to ensure security, continuity, and quality.

The Role

The Administrative Assistant role supports company-wide administration, office operations, event logistics, social media and marketing coordination, workplace support, and front-desk reception. Reporting to the Managing Director in Albany and the Executive Administrator, this position combines office management and logistics, administrative coordination, employee support, data entry, event coordination, social media, and marketing support.

This role is ideal for someone who is highly organized, detail-oriented, proactive, and comfortable operating in a fast-moving, high-trust environment. The position provides exposure to business processes, technology, marketing, and organizational leadership.

Important: We are looking for someone who is genuinely interested in building a long-term career in this role and who finds fulfillment in managing regular office duties, social media, administrative coordination, and company support. This position is best suited for someone who wants to grow within the role rather than transition out of it.

What You'll Do

1. Office Operations, Facilities & Administrative Support

• Monitor inventory of office supplies and equipment and order office supplies, pantry items, and company materials.
• Coordinate and own deliveries, vendor appointments, and facility maintenance requests.
• Support conference room readiness and workplace organization.
• Help prepare the office for client meetings and company events.
• Serve as an administrative point of contact for office operations and departments across the company with daily administrative and operational needs.
• Answer and route incoming calls, emails, and administrative inquiries with professionalism and discretion.
• Prepare, organize, and maintain company records, administrative files, operational artifacts, and confidential materials with strict attention to detail.
• Track action items, follow-ups, commitments, administrative logs, and operational reports coming out of company and team meetings.

2. Calendar, Meeting & Administrative Coordination

• Coordinate internal meetings (lunches, townhalls, etc.), team events, and office-related scheduling needs as directed
• Prioritize scheduling requests, anticipate conflicts, confirm details, and help ensure meetings are organized and prepared in advance.
• Reserve conference rooms, coordinate meeting logistics, and record notes and action items as requested.
• Support event logistics, company gatherings, employee events, customer visits, sponsorship materials, marketing giveaways, and related communications.

3. Social Media, Marketing & Brand Support

• Assist with the execution of Aeon Nexus marketing initiatives across digital channels.
• Create, schedule, and publish content across LinkedIn, Instagram, Facebook, TikTok, and other approved social media platforms.
• Coordinate social media calendars, post scheduling, and campaign tracking.
• Work with company leadership to transform announcements, client successes, product updates, employee achievements, certifications, conference participation, and company milestones into marketing content.
• Draft social media posts, captions, employee spotlights, recruiting posts, and company announcements for review and approval.
• Maintain marketing asset libraries, including images, presentations, videos, logos, case studies, and promotional materials.
• Support website updates, content publishing, and marketing collateral organization.
• Track social media engagement metrics and prepare basic performance reports.
• Coordinate conference logistics, event registrations, sponsorship materials, marketing giveaways, webinar planning, customer events, Microsoft events, recruiting initiatives, and related communications.
• Help maintain consistency in company branding across presentations, documents, social media, and external communications.
• Monitor industry news, legal technology trends, Microsoft announcements, and public-sector technology developments for potential content opportunities.

4. Document Management & SharePoint Administration

• Organize files within SharePoint, OneDrive, and Microsoft Teams.
• Maintain document libraries and folder structures.
• Assist with version control and document retention procedures.
• Format Word, Excel, and PowerPoint documents, presentations, spreadsheets, and reports.
• Ensure records are organized and easily accessible.

5. Human Resources & Employee Support

• Assist with employee onboarding coordination
• Maintain employee records and administrative files.
• Support employee recognition and company culture initiatives.
• Assist with recruiting coordination and interview scheduling.

6. Operational Reporting

• Enter, update, and maintain accurate information across CRM, project, administrative, and operational systems.
• Compile reports and dashboards from established templates.
• Maintain accuracy of administrative and operational data.
• Help prepare management reports and status updates.

7. Process Improvement & Administrative Excellence

• Identify opportunities to improve administrative efficiency.
• Help standardize templates and company forms.
• Create process documentation and administrative procedures.
• Contribute to a positive, organized, and professional workplace culture.

What You've Done

Required Qualifications:

• Associate degree or equivalent professional experience.
• Minimum 1 year of administrative, office support, customer service, coordinator, receptionist, or office management experience.
• Familiarity using social media platforms (Instagram, TikTok, Facebook, etc)
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Comfortable handling multiple priorities simultaneously.
• Professional demeanor and customer service mindset.
• Ability to maintain confidentiality and exercise good judgment.

Preferred Qualifications:

• Experience supporting a professional services, software, legal, or government-focused organization.
• Experience working in a fast-paced office environment.
• Experience coordinating meetings or events.
• Familiarity with document management systems.
• Basic understanding of project coordination or business operations.

Required Skills:

• Microsoft Outlook
• Microsoft Teams
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• SharePoint
• OneDrive

Helpful, but not required:

• Microsoft Copilot
• Canva
• Adobe Acrobat
• Adobe Creative Cloud
• Power BI

What We Offer

• Competitive salary
• Performance bonuses
• Medical, dental, and vision healthcare
• Unlimited paid vacation
• Disability and family leave insurance
• 401(k) plan with company match

Equal Opportunity Employer

Aeon Nexus is an equal opportunity employer. We celebrate diversity and are committed to a workplace where everyone belongs and thrives, consistent with our hiring policies.

Pay: $60,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Application Question(s):

• Please explain why you would like to work for Aeon Nexus and how your skills and experience would benefit our organization.
• This role combines office management, administrative support, event coordination, and social media responsibilities. What aspects of this work are most appealing to you, and why?
• Where do you see yourself professionally in three to five years, and how does this role fit into those plans?
• What motivates you most about administrative and operational work?

Education:

• Associate (Required)

Experience:

• Office management: 1 year (Preferred)
• Event planning: 1 year (Preferred)
• Social media management: 1 year (Preferred)

Location:

• Albany, NY 12207 (Preferred)

Ability to Commute:

• Albany, NY 12207 (Required)

Work Location: In person