Administrative Assistant – Montebello, NY Position Available In Rockland, New York

We’re i Postal1 and we’re in growth mode! This is an exciting time to join our team. Headquartered in New York, we are an established, cutting edge leader in the digital mailbox industry. Full Time Administrative Assistant – Montebello, NY Montebello, New York iPostal1, the leading provider of Digital Mailbox technology worldwide, is seeking a highly organized and proactive individual to provide administrative and project based support to the Operations team. Our website, www.iPostal1.com, lists 3,000 addresses, including retail pack and ship stores, 1,000 Staples stores and coworking spaces. Customers choose a mailing address for business or personal use and view and manage their postal mail and packages anywhere with an app or online. This role is ideal for someone who thrives in a fast-paced environment and can manage both day-to-day logistics and ongoing responsibilities. The ability to handle information with sensitivity and maintain appropriate discretion is essential. This position will be based out of our Montebello, NY headquarters.

Responsibilities:

Administrative Support + Schedule meetings, coordinate logistics, and ensure agenda topics are collected from stakeholders in advance. + Shadow assigned Operations leaders in meetings to observe workflows, capture detailed notes, and support the creation of clear, actionable follow-up summaries with assigned ownership. + Assist in maintaining a clean and organized inbox for the COO, triaging emails daily and flagging high-priority messages. + Prepare concise weekly digests summarizing project updates and ensure critical items are added to the calendar for visibility. + Support onboarding logistics for new team members (e.g., calendar setup, docs access, training links). + Serve as a liaison for administrative coordination with external vendors when needed. Operations Project Support + Support project visibility and progress tracking across the Ops team—ensuring updates, deadlines, and blockers are monitored and shared. + Help ensure any gaps or issues identified within projects are not only surfaced but also followed through on, tracked, and in some cases, personally managed to resolution. + Track and maintain visibility of technical requests, bugs, and cross-team dependencies to ensure outstanding items are properly documented and monitored through resolution. + Assist in surfacing blockers or gaps within projects and recommending next steps to maintain alignment and momentum. + Support with gathering and organizing technical specs and helping ensure resolution timelines are met.

Qualifications:

+ Two to five years in a similar function + Excellent communication skills + Strong attention to detail + A proactive, solution-focused mindset + Comfortable managing multiple priorities in a fast-paced environment, collaborating across teams, and taking ownership of follow-ups to drive tasks to completion. + Experience using Canva and expertise in Google suite is a requirement for the role. + A familiarity with Project Management software is nice to have. iPostal1 is an Equal Opportunity Employer and considers all applicants for employment without regard to race, color, religious creed, ancestry, religion, sex, sexual orientation, gender identity and/or expression, pregnancy, age, national origin, marital status, disability, military status, genetic information, or any other category protected by law.