Administrative Assistant
2 weeks ago
**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: $50,000.00 - $54,000.00 per year
**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 C
-
Administrative Assistant
Found in: Appcast Linkedin GBL C2 - 3 weeks ago
New York, United States B M A MODELS LTD Full timeCEO of an international modeling agency is seeking a reliable and trust worthy administrative assistant. This is a part-time on-site role for an Administrative Assistant located in New York, NY. The Administrative Assistant will be responsible for providing administrative assistance, handling phone etiquette, Booking airline flight tickets, Banking and bill...
-
Administrative Assistant
Found in: Appcast US C2 - 2 weeks ago
New York, United States B M A MODELS LTD Full timeCEO of an international modeling agency is seeking a reliable and trust worthy administrative assistant. This is a part-time on-site role for an Administrative Assistant located in New York, NY. The Administrative Assistant will be responsible for providing administrative assistance, handling phone etiquette, Booking airline flight tickets, Banking and bill...
-
Administrative Assistant
2 weeks ago
New York, United States B M A MODELS LTD Full timeCEO of an international modeling agency is seeking a reliable and trust worthy administrative assistant. This is a part-time on-site role for an Administrative Assistant located in New York, NY. The Administrative Assistant will be responsible for providing administrative assistance, handling phone etiquette, Booking airline flight tickets, Banking and bill...
-
Administrative Assistant
Found in: beBee jobs US - 2 weeks ago
New York, New York, United States FedEx Express Full timeWe are looking for a self-driven and ambitious Administrative Assistant to join our teamAs an Administrative Assistant, you will support managers and employees through a variety of tasks related to organization and communication.The admin job scope includes communicating via phone and email ensuring that all administrative duties are completed accurately and...
-
Administrative Assistant
2 weeks ago
New York, United States PROMESA R.H.C.F. Full timeJob DescriptionJob DescriptionPOSITION OVERVIEW: Under supervision of the Program Director, the Administrative Assistant is responsible for the organization and coordinating of the office operations and procedures in order to ensure organization effectiveness and efficiency. The Administrative Assistant reports to the Program Director of the program ensuring...
-
Administrative Assistant
4 days ago
New York, United States Servicereel Full timeJob DescriptionJob DescriptionWe are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities.ResponsibilitiesAnswer...
-
Administrative Assistant
5 days ago
New York, United States Creative Financial Staffing Full timeTitle: Administrative Assistant ABOUT THE ORGANIZATION Well established non-profit organization in existence over 100 years Community driven, mission focuses on assisting in areas of poverty, employment, elderly, health and leadership development Opportunities for advancement within organization, in multiple departments - growth encouraged from...
-
Administrative Assistant
Found in: Appcast Linkedin GBL C2 - 3 weeks ago
New York, United States Clarity Recruiting Full timeClarity Recruiting is looking for experienced support staff looking for their next opportunity. We have multiple clients looking for Receptionists/Administrative Assistants/Office Assistants on a temporary, temp to perm and permanent basis.The general hourly range for these roles are $18-27/hr DOEResponsibilities will possibly include:Answer and direct phone...
-
Administrative Assistant
2 weeks ago
New York, United States Clarity Recruiting Full timeClarity Recruiting is looking for experienced support staff looking for their next opportunity. We have multiple clients looking for Receptionists/Administrative Assistants/Office Assistants on a temporary, temp to perm and permanent basis.The general hourly range for these roles are $18-27/hr DOEResponsibilities will possibly include:Answer and direct phone...
-
Administrative Assistant
Found in: Appcast US C2 - 2 weeks ago
New York, United States Clarity Recruiting Full timeClarity Recruiting is looking for experienced support staff looking for their next opportunity. We have multiple clients looking for Receptionists/Administrative Assistants/Office Assistants on a temporary, temp to perm and permanent basis.The general hourly range for these roles are $18-27/hr DOEResponsibilities will possibly include:Answer and direct phone...
-
Administrative Assistant
Found in: Appcast Linkedin GBL C2 - 2 days ago
New York, United States Atlantic Group Full time· Location: New York, NY· Job # 37451Compensation: $90,000 base + bonusWe are representing an Administrative Assistant opportunity with a Private Equity firm in NYC. This person will support a team of Principals, Vice Presidents, and Associates. The entire team sits in NYC and there is one other Administrative Assistant that this hire will work with.The...
-
Administrative Assistant
Found in: Appcast US C2 - 21 hours ago
New York, United States Atlantic Group Full time· Location: New York, NY· Job # 37451Compensation: $90,000 base + bonusWe are representing an Administrative Assistant opportunity with a Private Equity firm in NYC. This person will support a team of Principals, Vice Presidents, and Associates. The entire team sits in NYC and there is one other Administrative Assistant that this hire will work with.The...
-
Administrative Assistant
2 weeks ago
New York, United States Mizrahi Kroub LLP Full time $20 - $23Administrative AssistantDUTIES:Strong administrative skills, including proficiency in Microsoft Office Suite (Word, Excel, Outlook).Excellent communication skills, both verbal and written.Ability to multitask.Willing to learn and grow in a professional setting.Provide administrative support to the lawyers at the firm.
-
Administrative Assistant
Found in: Appcast US C2 - 1 week ago
New York, United States Tandym Group Full timeAn investment services organization is eagerly searching for their next stellar Administrative Assistant to support their team in New York.Executive support: Primary administrative assistant for two co-founders, on both business and personal CalendaringAd hoc projectsTravel and expensesHelp manage phone calls/emailAdministrative:Team acts as pooled resource...
-
Administrative Assistant
Found in: Appcast Linkedin GBL C2 - 1 week ago
New York, United States Tandym Group Full timeAn investment services organization is eagerly searching for their next stellar Administrative Assistant to support their team in New York.Executive support: Primary administrative assistant for two co-founders, on both business and personal CalendaringAd hoc projectsTravel and expensesHelp manage phone calls/emailAdministrative:Team acts as pooled resource...
-
Administrative Assistant
Found in: Appcast Linkedin GBL C2 - 2 weeks ago
New York, United States Russell Tobin Full timeAdministrative AssistantLocation: New York, NYSalary: $50k - $75kWe are currently partnered with a number of leading financial institutions that have a constant recurring need for Administrative Assistants on all different seniority levels. See below for general job responsibilities and required skills and apply if interested. Responsibilities:Provide...
-
Administrative Assistant
Found in: Appcast US C2 - 2 weeks ago
New York, United States Russell Tobin Full timeAdministrative AssistantLocation: New York, NYSalary: $50k - $75kWe are currently partnered with a number of leading financial institutions that have a constant recurring need for Administrative Assistants on all different seniority levels. See below for general job responsibilities and required skills and apply if interested. Responsibilities:Provide...
-
Administrative Assistant
2 weeks ago
New York, United States Russell Tobin Full timeAdministrative AssistantLocation: New York, NYSalary: $50k - $75kWe are currently partnered with a number of leading financial institutions that have a constant recurring need for Administrative Assistants on all different seniority levels. See below for general job responsibilities and required skills and apply if interested. Responsibilities:Provide...
-
Administrative Assistant
5 days ago
New York, United States Acacia Network Full timeUnder supervision of the Program Director, the **Administrative Assistant (Homes Together Program) **is responsible for the organization and coordinating of the office operations and procedures in order to ensure organization effectiveness and efficiency. The Administrative Assistant reports to the Program Director of the program ensuring the efficiency of...
-
Administrative Assistant
6 days ago
New York, United States Atlantic Group - New York Full timeJob DescriptionJob Description The Atlantic Group has partnered with a law firm in the Manhattan area. They have an immediate need for an Administrative Assistant to join their team. This position is a full-time contract role with the opportunity to become permanent based on performance. Summary: Searching for an Administrative Assistant who can assist...