{"id":1434867,"url":"https://alion.io/job/visualdx-administrative-assistant-part-time","title":"Administrative Assistant Part-Time","company":{"id":1870283,"name":"VisualDx","domain":"visualdx.com","url":"https://alion.io/company/visualdx","size_band":"51-200","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Paylocity","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"part_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Rochester, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":20,"max":25,"currency":"USD","period":"hour","gross":null,"usd_annual":50000},"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":true,"technologies":[],"status":"live","first_seen_at":"2026-09-16T13:13:21Z","employer_posted_date":"2026-09-29","last_verified_at":"2026-10-06T21:00:37Z","board_verified":true,"closed_at":null,"days_open":20,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":20},"description":"Description\nWe'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.\nThe 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.\nEssential Functions\nRecords & Contract Management\nManage company records, including coordination with Iron Mountain, document scanning, and secure document destruction.\nSupport long-term records projects, including ongoing scanning initiatives.\nCoordinate consultant and contractor agreements, including drafting support, routing for signatures, and maintaining documentation.\nRoute, record, file, and track expiration dates for Non-Disclosure Agreements (NDAs).\nMonitor system access levels in coordination with NDA status and confidentiality requirements.\nOffice Operations\nPurchase and manage office supplies, including coffee and general workplace materials.\nMonitor inventory and proactively restock as needed.\nCheck, sort, and distribute incoming mail.\nServe as the primary point of contact for office projects.\nAct as the primary liaison with the landlord for office-related concerns.\nCoordinate and track vendor contracts, including renewal and expiration dates \nAdministrative & Corporate Governance Support\nSupport the VP of Finance with administrative tasks, including documenting Board of Directors and shareholder meeting minutes and tracking related communications and responses.\nPrepare and process stock option paperwork.\nSupport the CEO with administrative tasks as requested.\nAssist with accounts receivable follow-up, including invoice tracking and follow-up communications.\nEvents & Workplace Experience\nPlan and support in-office events, meetings, and remote and in-person employee gatherings.\nSet up and break down spaces as needed, including yoga and wellness sessions.\nEnsure shared spaces are organized, functional, and ready for use.\nTravel & Logistics\nCoordinate and book business travel arrangements for staff, including flights and hotel accommodations, ensuring accuracy, timeliness, and alignment with company travel guidelines.\nServe as a point of contact for employee travel needs, managing itineraries, confirmations, and changes as needed to support a smooth travel experience.\nOther duties as assigned.\nSchedule & Location\nIn-office Tuesday through Thursday.\nOccasional flexibility may be needed to support events or business needs.\nThe 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.\nRequirements\nEssential Qualifications\nExperience in office administration, workplace coordination, or a similar role.\nStrong organizational skills and attention to detail.\nClear, professional communication skills.\nComfortable managing multiple priorities independently.\nService-oriented mindset with a focus on employee experience.\nAbility to maintain confidentiality when handling sensitive corporate, financial, legal, and personnel information.\nPreferred Qualifications\nExperience supporting executive leadership or corporate governance functions, such as board or shareholder meeting minutes.\nFamiliarity with records management, contract administration, or compliance platforms (e.g., Iron Mountain).\nPhysical Requirements\nRegularly required to talk and hear.\nFrequently required to use hands and fingers and reach with hands and arms.\nProlonged periods of sitting at a desk and working on a computer.\nMust be able to lift up to 25 pounds at times.","description_format":"text","description_chars":4100,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Health Care"],"lifecycle":[{"event":"open","at":"2026-09-29T02:49:36Z"}],"visa":[],"liveness":{"score":61,"band":"ok","label":"Likely open","p_open":1,"p_active":0.675,"p_room":0.9,"age_days":19,"expected_fill_days":34,"reasons":["conf:2","win:mid"],"computed_at":"2026-10-06T05:45:30Z"},"pay":{"stated_usd_annual":50000,"is_top_pay":false},"html_url":"https://alion.io/job/visualdx-administrative-assistant-part-time","json_url":"https://alion.io/job/visualdx-administrative-assistant-part-time.json","meta":{"generated_at":"2026-10-06T23:01:20Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler","counted_by":"address","units_charged":1,"used_today":3922,"day_limit":5000,"remaining_today":1078,"minute_limit":60,"resets_at":"2026-10-07T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":1870283},"rest":"https://alion.io/mcp/rest/get_company?id=1870283"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fvisualdx-administrative-assistant-part-time"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fvisualdx-administrative-assistant-part-time"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fvisualdx-administrative-assistant-part-time"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/visualdx-administrative-assistant-part-time\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fvisualdx-administrative-assistant-part-time"}]}