Administrative Assistant

2 months ago

New York, United States East Harlem Council for Human Services, Inc. Full time

**RESPONSIBILITIES**:
The Administrative Assistant (AA) will provide general assistance to the Chief Financial Officer & Chief Human Resources Officer, plus other administrative functions. The AA will also serve as the receptionist. As a receptionist, the AA will serve as the primary point of contact for the administration floor, maintain a customer service-oriented attitude, and fulfill other related duties. Work closely with other assistant teams across the organization and able to work independently to complete assignments from multiple sources while prioritizing various tasks.

**DUTIES**:
Administrative Assistant:
i. Provide direct general administrative support to the Chief Financial Officer & Chief Human Resources Officer including:
a. Calendar Maintenance - schedule internal & external meetings. Liaise with other support staff to proactively coordinate onsite or offsite meetings, events, and travel arrangements among C-level Executives, Senior Management, etc.

b. Travel Arrangement - work with the Office Manager & EA to align executives' travel and lodging accommodations. Prepare and submit travel and lodging reimbursement documentation on behalf of the CFO & CHRO.

c. Events Logistics - assist with the logistics of employee and company-wide events and engagements.

d. Maintain physical and digital filing systems.

e. Basic Bookkeeping - responsible for logging mailed checks reconciled by the Director of Health Information Systems & Fiscal department.

ii. Collaborate with Office Manager and C-suite EAs - contribute to the successful operations of the administration floor and exceed the executive's needs.

a. Utilize project management tools to track tasks on collective projects.

b. Continuously update shared cloud-based storage for a seamless flow of information and resources.

c. Attend and participate in weekly huddles & monthly leadership support team meetings and write follow-up notes.

iii. Assist with the monthly preparation of the Board of Directors meeting (i.e., board packet, lunch, Xeroxing, and confirming attendance) and other functions.

iv. Monitor conference room reservation schedules to coordinate meetings, visits, and appointments.

v. Assist the Office Manager in tracking office inventory and ensure resources necessary to operate are available to the executive team. Prepare office supply purchase order form, file, and track delivery of supplies.

vi. Ensure operable office equipment, including copy machines, scanners, fax, computers, printers, and shredders, and as needed submit repair requests.

vii. Remains knowledgeable of standard organization policies.

viii. Maintain confidential and sensitive information.

ix. Perform other administrative duties as assigned by the Executive Office Manager and C-suite Executives.

Receptionist:
i. Consistently demonstrate punctuality and readiness to commence work at the assigned start time.

ii. Responsible for screening visitors, maintaining sign-in logs, and ensuring visitors comply with the organization’s visitor protocols. Communicate with administration floor staff regarding visitor arrivals.

iii. Professionally and timely screen phone calls & record messages (including handling the C-suite EAs or Office Manager high volume line on an as-needed basis).

iv. Sort & prepare incoming and outgoing mail. Distributes physician's internal letters. Ensure outgoing mail is routinely dropped off at the local postal office.

a. Routinely monitors and distributes along with mail faxes sent to the administration floor.

v. Maintain a tidy reception area, stocked and organized kitchenette, conference room, storage closets & communal areas.

vi. Assist in reporting maintenance issues or concerns on the administration floor to building management.

**QUALIFICATIONS and SKILLS**:
Minimum of Associate degree and 3 to 5 years of administrative experience. Bachelor's degree preferred.

Proficiency in Microsoft Office suite (Outlook, Word, Excel, PowerPoint, MS Teams), and Adobe Acrobat

Excellent written and verbal communication skills, and interpersonal skills.

Excellent time management skills and the ability to prioritize work.

Attention to detail and problem-solving skills.

Working knowledge of office equipment (printers, scanners, fax machines, etc.)

Work collaboratively across multi-disciplinary teams.

Use of discretion and confidentiality required

Punctual & Readiness required

Professional Phone Etiquette required

Mail (US Postal, Interoffice, etc) Managing required

COVID vaccine required

**SUPERVISED BY**:Executive Office Manager

Pay: $20.00 - $22.00 per hour

**Benefits**:

- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance

Schedule:

- Monday to Friday

**Education**:

- Associate (required)

**Experience**:

- Microsoft Office: 3 years (required)
- Office management: 3 years (required)
- Administrative: 3 years (required)

Ability to Commute:

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