Administrative assistant part-time

We're looking for someone who thrives on being the person who makes things run, from coordinating contracts to the coffee in the kitchen. This is a role built on trust, and it comes with real ownership.

The Administrative Assistant ensures the smooth day-to-day operation of the office and helps create a welcoming, well-run workplace experience for employees and visitors. This role manages office supplies and logistics, serves as a primary point of contact for office vendors, supports company records and contract administration, provides administrative support to leadership, and supports events and workplace experience. This is an in-office role in Rochester, NY, Tuesday–Thursday, with occasional flexibility to support events or business needs.

Essential Functions

Records & Contract Management

• Manage company records, including coordination with Iron Mountain, document scanning, and secure document destruction.
• Support long-term records projects, including ongoing scanning initiatives.
• Coordinate consultant and contractor agreements, including drafting support, routing for signatures, and maintaining documentation.
• Route, record, file, and track expiration dates for Non-Disclosure Agreements (NDAs).
• Monitor system access levels in coordination with NDA status and confidentiality requirements.

Office Operations

• Purchase and manage office supplies, including coffee and general workplace materials.
• Monitor inventory and proactively restock as needed.
• Check, sort, and distribute incoming mail.
• Serve as the primary point of contact for office projects.
• Act as the primary liaison with the landlord for office-related concerns.
• Coordinate and track vendor contracts, including renewal and expiration dates.

Administrative & Corporate Governance Support

• Support the VP of Finance with administrative tasks, including documenting Board of Directors and shareholder meeting minutes and tracking related communications and responses.
• Prepare and process stock option paperwork.
• Support the CEO with administrative tasks as requested.
• Assist with accounts receivable follow-up, including invoice tracking and follow-up communications.

Events & Workplace Experience

• Plan and support in-office events, meetings, and remote and in-person employee gatherings.
• Set up and break down spaces as needed, including yoga and wellness sessions.
• Ensure shared spaces are organized, functional, and ready for use.

Travel & Logistics

• Coordinate and book business travel arrangements for staff, including flights and hotel accommodations, ensuring accuracy, timeliness, and alignment with company travel guidelines.
• Serve as a point of contact for employee travel needs, managing itineraries, confirmations, and changes as needed to support a smooth travel experience.

Other duties as assigned.

Schedule & Location

In-office Tuesday through Thursday. Occasional flexibility may be needed to support events or business needs.

The salary range for the Administrative Assistant position is $20.00 to $25.00 per hour. VisualDx is committed to pay transparency. Actual salary will be determined by work experience and educational background.

Requirements

Essential Qualifications

• Experience in office administration, workplace coordination, or a similar role.
• Strong organizational skills and attention to detail.
• Clear, professional communication skills.
• Comfortable managing multiple priorities independently.
• Service-oriented mindset with a focus on employee experience.
• Ability to maintain confidentiality when handling sensitive corporate, financial, legal, and personnel information.

Preferred Qualifications

• Experience supporting executive leadership or corporate governance functions, such as board or shareholder meeting minutes.
• Familiarity with records management, contract administration, or compliance platforms (e.g., Iron Mountain).

Physical Requirements

• Regularly required to talk and hear.
• Frequently required to use hands and fingers and reach with hands and arms.
• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 25 pounds at times.