Executive Assistant

4 weeks ago

New York, United States Cotikyan Inc Full time
Job DescriptionJob Description

Residential carpet contractor is searching for a well-organized, detail-oriented individual to provide support the office of the President. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention to details. This person should have experience working in an office environment, performing administrative duties, and providing support to managers and senior level executives. Due to the dynamic nature of our executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations. College degree is preferred.

We are a small but active privately owned company and have been in business for over 134 years in the very demanding and competitive New York City market. We believe that "the only foolish question is the one that is not asked" and strongly encourage our employees to ask appropriate questions in a timely manner to gain understanding. We are seeking someone who is a self-starter, enjoys problem solving and has a "sense of urgency" to complete tasks. This is an excellent opportunity to acquire expert knowledge and enhanced job skills with an established and growing company in a unique and challenging field. We will actively strive every day to develop you and your colleagues for what we believe is a challenging yet supportive business environment.

Responsibilities:

  • Support the President primarily and provide additional support to managers, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently
  • Manage communication with employees by liaising with managers on various projects and tasks
  • Provide administrative and office support, such as drafting email correspondence, taking meeting notes, and printing and scanning files
  • Maintain professionalism and strict confidentiality with all materials
  • Manage professional and personal scheduling for CEO, including mail, emails, phone calls, client management, and other company logistics
  • Coordinate internal and external meetings including but not limited to team meetings, full staff meetings, all hands meetings, off-site meetings, one-on-one meetings, etc. (in person or virtual room set up, meal / gift ordering, etc.
  • Interview and hire staff for multiple departments and manage the employee onboarding process
  • Serve as point of contact for day-to-day office needs, including maintenance, mail, supplies, equipment, and invoices
  • Answer phone calls and emails and direct to the appropriate person or department, or effectively deal with inquiries to the business in general
  • Ensure facilities and office equipment are always in good working order.
  • Create shipping labels and BOL’s as needed
  • Create sales orders using Netsuite program
  • Contact IT with any issues the President may be facing
  • Place orders for the company (equipment, office supplies, company gear, food etc)

Required skills and qualifications:

  • 2 years of experience in an administrative role reposting directly to upper management
  • Strong research and analytical skills with an ability to understand and analyze a wide variety of data points.
  • Excellent written and verbal communication skills
  • Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
  • Proficiency with office programs and an aptitude for learning new software and systems
  • Flexible team player, willing to adapt to changes and unafraid of challenges
  • Ability to maintain confidentiality of information related to the company and its employees

Salary based on experience and qualifications. We do offer a medical plan.

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