Administrative Assistant - Program Management

We are seeking a detail-oriented Administrative Assistant to support our Program Management division. This position will require you to work full-time from our client’s office in Rochester, NY.

The Program Management Services Division at LaBella provides comprehensive management services for complex projects and multi-year capital programs. Project teams are established to provide a customized mix of business consulting, project management, financial control and monitoring, administrative, and technical support services.

The Administrative Assistant will provide support for space and facilities-related activities, helping maintain records, process work orders, and manage drawings and documentation. This role works closely with internal teams and client representatives to ensure accurate information, smooth coordination, and timely support. The ideal candidate is an organized administrative professional who is comfortable working with standard office software and is eager to be trained on facilities-related systems and AutoCAD file management.

Salary Range: $60,000-$75,000

The specific salary offered may be influenced by a variety of factors including but not limited to the candidate's relevant experience, education, and work location.

Key Responsibilities

• Support the client’s work order system, including entering requests, tracking status, and coordinating with site contacts
• Maintain and organize AutoCAD drawings and facilities files
• Update and maintain occupancy and space-related data in internal databases
• Prepare reports, spreadsheets, and presentations using Excel, Word, and PowerPoint
• Assist with basic data tracking, metrics, and documentation
• Support facilities requests, including processing quotes and purchase order documentation
• Coordinate administrative tasks related to office moves, space changes, and facilities requests.
• Provide general administrative support as needed.

Requirements

• Ability to obtain a U.S. security clearance
• Strong administrative and office support experience
• Proficiency in Microsoft Excel, Word, and PowerPoint
• High attention to detail with strong organizational and time-management skills
• Ability to manage multiple tasks and adjust priorities
• Clear written and verbal communication skills
• Comfortable learning new systems and processes
• Ability to work independently and as part of a team

Preferred

• Experience with AutoCAD or technical drawings
• Experience with work order systems, facilities databases, or similar tools
• Familiarity with office or corporate environments

Benefits

Body, mind, and wallet—LaBella’s benefits support a holistic approach to your health and wellness, creating the foundation for physical, mental, and financial well-being. Our benefit offerings cover the must-haves (healthcare and retirement), the just-in-cases (insurances and employee assistance programs), and the cherry-on-tops (fitness reimbursements, year-end incentive pay, and tuition assistance). Visit our website for more details on benefits listed below.

• Flexible Work Schedule
• Health/Dental Insurance
• 401k Plan with Employer Match
• Paid Parental Leave
• Short & Long Term Disability
• Profit Sharing
• Paid Time Off
• Leadership Development Program
• Fitness Reimbursement
• Tuition Reimbursement
• Referral Bonus Program
• Wellness Program
• Team Building Events
• Community Service Events

LaBella is committed to facilitating a culture where diversity, equity, and inclusion are respected, valued, and celebrated by implementing thoughtful, practical, and innovative strategies that support our employees and serve the communities in which we reside. All applicants will be considered for employment without regard to race, color, religion, age, national origin, ancestry, ethnicity, gender (including pregnancy, childbirth, breastfeeding or other related medical conditions), gender identity, gender expression, sexual orientation, marital status, veteran status, disability, genetic information, citizenship status, characteristic or membership in any other group protected by federal, state or local laws.

LaBella Associates does not accept unsolicited resumes from recruiting professionals or agencies, nor do we accept resumes from any source that does not reference a specific, open position. LaBella Associates will not be responsible for any fees arising from the use of resumes submitted by recruiting professionals or agencies that do not have a current placement fee agreement with LaBella Associates. All initial communication with recruiting professionals or agencies must go through human resources.