Executive Assistant - MIH

Ambient Enterprises · United States

MIH Systems Group is hiring an Administrator to support back-office and executive operations across our New York business lines. This is a broad, hands-on role combining HR/payroll administration, customer and billing support, travel logistics, and direct executive assistant support to the Vice President and Operations Director. It's well-suited to someone who is detail-obsessed, comfortable handling sensitive financial and personnel information, and energized by supporting multiple business lines at once rather than a single narrow function. This role is a coordination/conduit function, not a decision-owning one: the Administrator submits payroll, requests COIs, and routes customer paperwork, rather than administering payroll or the insurance program itself. That keeps the required seniority consistent across the role's responsibilities — this should be priced and titled as a coordinator-level position, not an HR/benefits-specialist role. Key Responsibilities

• Submit payroll data on behalf of staff each cycle (manual process until automated)
• Serve as the point of contact between the team and payroll provider, ensuring timely and accurate submission
• Request certificates of insurance (COIs) from the broker for projects, vendors, and contracts as needed
• Track COI requests through to completion and maintain records for project files
• Collect client information (W-9), and set up them up in our business systems
• Support billing and invoicing workflows; assist with accounts receivable follow-up as needed
• Book employee travel per existing SOP (refundable fares, corporate travel accounts)
• Coordinate scheduling and logistics for field engineers and leadership travel
• Provide direct administrative support to the Vice President and Operations Director, including calendar management, correspondence, and task follow-up
• Assist with document preparation and light project coordination as needed
• Serve as a central administrative point of contact across business units
• Handle administrative projects as priorities shift across business lines

• 2+ years of administrative or coordinator experience; exposure to payroll submission, insurance/COI requests, or customer onboarding processes a plus (not required to have owned these functions)
• Comfortable handling confidential financial and personnel data with discretion
• Strong follow-through — this role is a conduit between the team and outside parties (payroll provider, insurance broker, customers), so nothing can fall through the cracks
• Strong organizational skills and ability to manage competing priorities across multiple business units
• Knowledge of HVAC/Construction background is preferred
• Experience with Dynamic365, CRM systems, or similar business platforms a plus
• Proficiency with Microsoft Office / Microsoft 365
• Excellent written and verbal communication skills
• Ability to work on-site in New York, NY