Office Services Associate

7 days ago

New York, United States AIPAC Full time
Summary:Under supervision of the Director of Operations, the Office Services Associate performs specialized tasks to professionalize all aspects of the in-office experience and serves as chief liaison and provides high level administrative support to the Atlantic States Director.

Job Duties & Responsibilities:
•Manages the office's public spaces. This includes, but is not limited to:
o Manages all aspects of the supply rooms, including their equipment, inventory, supplies and general cleanliness.
o Manages all aspects of the kitchen, including its appliances, inventory, supplies and general cleanliness.
o Manages all aspects of the office's meeting rooms, including booking rooms for meetings, setting up those rooms prior to the meeting, testing audio-visual and video equipment, communicating to the staff about the daily schedule in each room and ensuring the general cleanliness of meeting rooms at all times, especially prior to, and following meeting room use.
o Coordinates service, maintenance and repairs with building / facility vendors, external service providers and building amenities providers.
o Coordinates furniture and equipment repairs, schedules and deliveries and communicates about their presence on-site to staff.
o Submits invoices for physical office service, maintenance and repairs for payment through AIPAC's accounts payable system.

•Manages the in-office experience for the staff. This includes, but is not limited to:
o Answering calls to the main office number and transferring them to the relevant staff member.
o Checking the voicemail for the main office number and distributing messages to the relevant staff member.
o Checking the PO Box for mail and distributing mail and packages to the relevant staff members immediately upon arrival.
o Ensures that all workstations are clean and have the business tools required.
o Assists with the preparation of workstations for new hires prior to their hire dates.
o Manages access card enrollment.

•Manages the guest experience. This includes, but is not limited to:
o Ensuring that guests are entered into the building management system.
o Greeting and escorting guests to their meetings.

•Serves as the event lead for in-office events, which includes vendor management, logistics, execution and event timeline management.

•Serves as the event lead and liaison between the political team and the operations team regarding the planning and execution of political events, as needed.

•Acts as the lead on program execution for programming focused on staff enrichment.

•Provides high level administrative support to the Atlantic States Director by doing the following:
o Ensuring that he has what he needs to be successful in his physical workspace.
o Ensures that the Atlantic States Director's donor interactions are logged in AIPAC's CRM in as close to real-time as possible.
o Sends emails on the Atlantic States Director's behalf using Outlook and other email management tools.
o Organizes and secures highly confidential company and employee information.
o Assists with creation/modification of various documents.
o Staffs the Atlantic States Director at events and ensures he has the requisite information and materials.
o Manages the day to to day developments tasks that the Director should be focused on to keep pace with regional goals.

•Ability to interact with vendors professionally, while holding them accountable for the proper work product, services, or equipment for which they have been engaged.

•Attends and staffs various events, as needed.

•Other duties as assigned.

Qualifications/Skills:

•Have a basic understanding of AIPAC's mission and the issues affecting the U.S.-Israel
relationship.
•Comfortable working in the pro-Israel political environment required
•Minimum of 1-3 years of experience in office administration and or a support role
•Bachelor's degree or equivalent experience
•Maintain full competency in Microsoft Office Suite and be able and willing to train and master other intricate database and computer applications. Ability to quickly learn and master various organizational and technology systems.
•Flexible and adaptable, able to change direction as needed.
•Top-notch communication skills, able to express ideas in writing and verbally with professionalism and finesse.
•Self-directed. Can work independently and prioritize workload, making sound decisions based on executive's priorities and preferences.
•Highly organized, juggling multiple projects and responsibilities, and maintaining information systems.
•Proactive and confident, take the initiative to anticipate needs, prevent issues before they arise, and creatively solve problems.
•Upbeat and energetic, enjoys working in a fast-paced environment, and is motivated by getting things done. Proven ability to work well with others; must be a good team player.

Posting Instructions:

    • Please provide cover letter with resume to be considered. Incomplete applications with missing documentation will not be considered.
    • If applying for more than one position, please use the 'Attachments' function to attach position-specific cover letters.
    • Please use your legal name when completing the employment application (no nicknames).

  • Office Services Associate

    4 weeks ago

    New York, New York, United States Williams Lea Group Limited Full time

    Job SummaryWilliams Lea Group Limited is seeking a highly skilled Office Services Associate to join our team. As an Office Services Associate, you will be responsible for providing daily back office services to our clients and teams.Key ResponsibilitiesPerform reprographics and mail services in both physical and digital environments.Support services in...

  • Lead Retail Customer Service Associate

    6 months ago

    New York, United States FedEx Office Full time

    POSITION SUMMARY: The Lead Consultant is knowledgeable in all areas of the Store's business, including print, signs & graphics, and shipping, and consistently delivers a positive customer experience to all customers.The Lead Consultant'stime will be spent taking customer orders; coordinating store activities; providing pricing information; recommending the...

  • Head of Treasury Services

    2 weeks ago

    New York, United States Association Office Full time

    Head of Treasury Services (Association Office)The YMCA of Greater New York is here for all New Yorkers — to empower youth, improve health, and strengthen community. Founded in 1852, today the Y serves a diverse population of more than half a million New Yorkers who learn, grow, and thrive through programs and services at our 24 branches. Community is the...

  • Office Services Associate

    1 week ago

    New York, United States AIPAC Full time

    Summary:Under supervision of the Director of Operations, the Office Services Associate performs specialized tasks to professionalize all aspects of the in-office experience and serves as chief liaison and provides high level administrative support to the Atlantic States Director.Job Duties & Responsibilities:•Manages the office's public spaces. This...

  • Office Services Associate

    7 days ago

    New York, United States AIPAC Full time

    Summary:Under supervision of the Director of Operations, the Office Services Associate performs specialized tasks to professionalize all aspects of the in-office experience and serves as chief liaison and provides high level administrative support to the Atlantic States Director. Job Duties & Responsibilities: •Manages the office's public spaces. This...

  • Office Services Associate

    4 weeks ago

    New York, New York, United States Williams Lea Group Limited Full time

    Job SummaryThe Senior Office Services Associate is a key member of our team, responsible for providing daily back office services to our clients and teams. This role involves a range of tasks, including reprographics, mail services, and support for various service lines such as hospitality, facilities, and audio/visual.Key ResponsibilitiesUtilize logs for...

  • Office Services Associate Senior

    4 weeks ago

    New York, New York, United States Williams Lea Group Limited Full time

    Job SummaryWilliams Lea Group Limited is seeking a highly skilled Senior Office Services Associate to join our team. As a key member of our operations team, you will be responsible for providing exceptional support services to our clients and teams.Key ResponsibilitiesProvide daily back office services, including reprographics, mail services, and support for...

  • Lead Retail Customer Service Associate

    1 month ago

    New Orleans, Louisiana, United States FedEx Office Full time

    Job SummaryWe are seeking a highly skilled and experienced Lead Retail Customer Service Associate to join our team at FedEx Office. As a key member of our retail team, you will be responsible for providing exceptional customer service, managing production flow, and ensuring quality during and after production processes.Key ResponsibilitiesProvide friendly,...

  • Pretrial Services Officer

    1 month ago

    New York, New York, United States New York Southern Pretrial Services Full time

    Job Details for U.S. Pretrial Services Officer (Transfer)Court Name/Organization: New York Southern Pretrial ServicesOverview of the Position: The U.S. Pretrial Services Office for the Southern District of New York is currently accepting transfer applications for the position of U.S. Pretrial Services Officer. This role involves supporting the administration...

  • Associate Medical Director

    1 week ago

    New York, United States NYS Office of Mental Health Full time

    If you value job security, work life balance, and opportunities for growth, join us at the New York State Office of Mental Health as an Associate Medical Director to receive all of that and more!Who We Are: New York State has a large, multi-faceted mental health system that serves more than 700,000 individuals each year. The Office of Mental Health (OMH)...

  • Office Services Associate

    3 weeks ago

    New York, United States Williams Lea Group Limited Full time

    Williams Lea is hiring for an Office Services Associate for our New York office to work Monday to Friday 3:00 pm to 12:00 am Pay : $20.00/hour Benefits : Various health insurance options & wellness plans (Medical, Dental, Vision, Prescription Drug) 401k Retirement Savings Plan Including Employer Match Paid Time Off (PTO) Life Insurance Paid Parental Leave...

  • Marketing Associate

    4 weeks ago

    New York, New York, United States ACLU - National Office Full time

    About the JobThe ACLU seeks a full-time Marketing and Production Associate in the Development Department of the ACLU's National office in New York, NY. This is a hybrid role that has in-office requirements of two (2) days per week or eight (8) days per month. The mission of the Development Department is to unlock the full potential of donors and the ACLU as...

  • Box Office Associate

    4 weeks ago

    New York, New York, United States undisclosed Full time

    About the Role:We are seeking a highly skilled and customer-focused individual to fill the position of Box Office Associate at our company.As a Box Office Associate, you will be responsible for efficiently managing ticket sales, assisting customers, and ensuring a smooth entry process for our venue.Key Responsibilities:Manage ticket sales and provide...

  • Project Officer Associate

    4 weeks ago

    New York, New York, United States STV Incorporated Full time

    The Construction Management group at STV Incorporated is seeking a highly skilled Project Officer Associate to join their team in New York City.The successful candidate will report to a Project Officer or Senior Project Officer and be responsible for performing a broad range of supportive and necessary school construction technical tasks of varying degrees...

  • Business Office Associate

    3 weeks ago

    New York, United States NYU Langone Health Full time

    We have an exciting opportunity to join our team as a Business Office Associate. In this role, the successful candidate under the general supervision of the Manager of Operations and Analytics for Denials and Appeals, the Denial and Appeals Coordinat Office Associate, Appeals, Business, Associate, Office, Operations, Healthcare, Business Services

  • Office Service Representative III

    4 weeks ago

    New York, New York, United States Canon Business Process Services Full time

    Job SummaryWe are seeking a highly skilled and detail-oriented Office Service Representative III to join our team at Canon Business Process Services. In this role, you will be responsible for providing exceptional customer service and ensuring the smooth operation of our mailroom and administrative functions.Key ResponsibilitiesMailroom Operations: Receive,...

  • Retail Sales Associate

    4 weeks ago

    New Braunfels, Texas, United States Office Depot Full time

    Job DescriptionAt Office Depot, we are seeking a highly motivated and customer-focused Retail Sales Associate to join our team. As a Retail Sales Associate, you will be responsible for providing exceptional customer service, performing duties as a cashier, and supporting logistics, stocking, and inventory control.Key Responsibilities:Provide exceptional...

  • U.S. Pretrial Services Officer

    5 months ago

    New York, United States New York Southern Pretrial Services Full time

    Main content Job Details for U.S. Pretrial Services Officer (Transfer) Court Name/Organization: New York Southern Pretrial Services Overview of the Position: The U.S. Pretrial Services Office for the Southern District of New York is currently accepting transfer applications for the position of U.S. Pretrial Services Officer. More than one position may...

  • Guest Services Associate

    2 days ago

    New York, United States Vanguard Staffing Full time

    Our client, a financial institution in Manhattan, is seeking a Guest Services Associate available for front desk coverage. The ideal candidate is a detail-oriented team player who will be the first point of contact for visitors at the office, greeting them in a polite and well-spoken manner. You will also be assigned duties as required (i.e. organization of...

  • Deputy Chief of Staff, Office of the Director

    4 weeks ago

    New York, New York, United States MAYORS OFFICE OF CONTRACT SVCS Full time

    Job SummaryThe MAYORS OFFICE OF CONTRACT SVCS is seeking a highly skilled Deputy Chief of Staff to join our team. As a key member of the Director's office, you will play a critical role in supporting the management of intergovernmental affairs, advancing and monitoring legislative priorities, and drafting complex documents. Key Responsibilities• Strategic...