Administrative Assistant

1 month ago

New York, United States Solomon Page Full time

Our client is seeking an Administrative Assistant to join their team in New York City. The Administrative Assistant is a hybrid role and reports directly to the VP, Facilities & Special Projects, while providing support to the Chief Financial Officer and the VP Business & Legal Affairs. He/she will be responsible for daily building related duties and special projects. This person works closely with two executive assistants to provide the administrative support and back up necessary to support the executive team. This includes administrative responsibilities such as phone coverage, meeting and event calendars, expense reports and research reports, and partner on the ticketing set-up for events, plus support other departments, as needed. The ideal candidate will be a high-energy, results-driven, highly organized individual with excellent written and verbal communication skills. This assignment would be at least 4 days in office Monday – Thursday in the New York office.


  • Pay rate: $23 - $26

Responsibilities:


  • Presents a professional demeanor and provide the highest level of service while maintaining the utmost level of discretion and confidentiality for internal and external matters, which includes interacting with VIP clients, guests, patrons and/or employees
  • Positively represents executives and the company at all times and follow organizational policies and procedures
  • Comprehensive phone coverage with appropriate routing, message taking and communication of the incoming calls to executives
  • Supports executives in preparation for meetings and conference calls as requested – to include meeting materials and other information as needed
  • Assists with Paley Center programs, Board meetings, and other events
  • Arranges travel for executives and guests
  • Completes monthly expense reports
  • Researches, compiles information and generates reports
  • Handles special projects and other administrative functions as assigned
  • Enters vendor invoices into operation’s expense tracker to compare actual expense against budget
  • Coordinates information with maintenance and engineering regarding building operations
  • Assists in projects as assigned

Required Qualifications:


  • Highly organized with proven ability to meet deadlines and budgets.
  • Knowledge of Universe (or a ticketing system) would be a big plus
  • Outstanding leadership skills and ability to lead cross-functional teams.
  • Ability to take ownership of all tasks and manage simultaneously.
  • Outstanding verbal communication and superior business writing skills.
  • Positive and professional demeanor with excellent interpersonal, administrative and managerial skills.
  • Ability to handle and prioritize multiple tasks while maintaining attention to detail.
  • Resourcefulness, creativity and strong problem-solving and research skills.
  • Bachelor’s degree
  • At least 1 year of administrative experience in a fast-paced environment
  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks proficiently with very strong attention to detail and follow up
  • Excellent communication skills, written and verbal
  • An independent thinker
  • A high energy team player who is proactive with great initiative
  • Ability to perform thorough research to compile information and generate reports
  • Proficient in MS Word, Excel, PowerPoint, and SharePoint. Knowledge of ticketing software especially Universe a plus
  • Interest in Facilities Management/Building Operations, a plus
  • Fluent in Spanish, a plus
  • Able to work flexible hours and overtime
  • Bi-lingual in Spanish (speaking, reading and writing) strongly preferred
  • Complete COVID vaccination and booster


If you meet the required qualifications and are interested in this role, please apply today.


The Solomon Page Distinction


Solomon Page offers a comprehensive benefit program for hourly employees. We pride ourselves on offering medical, dental, 401(k), direct deposit and commuter benefits to our employees, including freelancers - which sets us apart in the industries we serve.


About Solomon Page


Founded in 1990, Solomon Page is a specialty niche provider of staffing and executive search solutions across a wide array of functions and industries. The success of Solomon Page reflects an organic growth strategy supported by a highly entrepreneurial culture. Acting as a strategic partner to our clients and candidates, we focus on providing customized solutions and building long-term relationships based on trust, respect, and the consistent delivery of excellent results. For more information and additional opportunities, visit: solomonpage.com and connect with us on Facebook, and LinkedIn.


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