Administrative Assistant/receptionist

4 days ago

New York, United States The Archdiocese of New York Full time

**Overview/Purpose**:
Provide administrative support to the Deputy Superintendent and the Associate Superintendent of Operations & Planning and serve as the receptionist for the Office of the Superintendent of Schools.

**Reports to**: Deputy Superintendent of Schools

**Responsibilities**:

- Directly responsible for all receptionist duties, including but not limited to, full coverage of the reception desk, answering all telephone lines, coordinate visitors to the office with the Security Desk, providing the necessary information for entry into the building, communicating pertinent details to visitors, welcome them upon arrival, etc.
- In the absence of the Executive Assistant and Office Manager - compile, screen and date stamp incoming correspondence for the Superintendent’s review; retrieving voice mail; etc.
- Primarily assist the Deputy Superintendent and the Associate Superintendent of Operations and Planning (and the Superintendent of Schools as needed) in managing all operations related to the office..
- Prepare information and coordinate meetings for the Deputy Superintendent and the Associate Superintendent of Operations and Planning, including recording official notes (i.e., take-aways, action items, etc.) and monitoring completion of tasks assigned.
- Oversee and manage all communications, clerical and administrative duties, including coordination of Deputy Superintendent and the Associate Superintendent of Operations and Planning phone lines, screen phone calls and visitors as needed.
- Prepare correspondence (electronic/paper) and maintain current records.
- Work with other staff members on projects as needed.
- Create Word documents and Excel spreadsheets for various projects.
- Maintain official office directories.
- Complete other special projects and duties, as assigned.

**Core Competencies**:

- Strong communicator with the ability to communicate, edit, and compose thoughts verbally or in writing, sensitive matters.
- Courteous and professional communications style with all internal employees and external contacts.
- Self-starter with a proven flexible working style, with the ability to work independently or as part of a team, carrying out multiple and diverse tasks concurrently while meeting converging deadlines.
- Organized, detail and deadline-oriented to ensure all tasks/projects are completed in a timely, organized, and professional manner, while maintaining the high standards of the office.
- Excellent oral and written communication skills.
- Strong interpersonal, analytical, and problem-solving skills.
- Professional, reliable, and discreet at all times.
- Manage sensitive information with a high degree of confidentiality.
- Ability to anticipate conflicts and challenges in projects and proactively propose solutions.
- An exemplary model of the Superintendent of Schools office to internal and external stakeholders.

**Education, Experience, and Skills**:

- Bachelor's Degree Required.
- Four years of similar senior-level administrative work experience.
- Bilingual in English and Spanish is a plus.
- Proficient in Microsoft Office Suite - Word, Excel, PowerPoint.
- Proficient in Outlook 365.
- Willingness to be trained or take necessary classes to learn new technology.
- Knowledge of Catholic schools/education preferred.

**Physical Requirements**:

- Prolonged periods of sitting at a desk.
- Ability to lift up to 30 pounds.

Pay: $24.73 - $30.22 per hour

Ability to Commute:

- New York, NY 10022 (required)

Work Location: In person

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