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Administrative Assistant/Coordinator
2 months ago
Base Salary is $70K to $90K (based upon candidate and experience)
Great Opportunity - Wonderful Company - Excellent Benefits
*****MUST Have Three to Six (3-6) Yrs of Experience in an Admin Support Role in an Office/Professional Setting*****
A very creative, top, architecture design and master planning firm looking for an experienced administrative/clerical/ office support professional to join its growing organization as an Administrative Assistant/Coordinator. Your primary role is to assist staff with administrative tasks, support the smooth daily operations of the office, ensure it is well-maintained, and provide organizational support to staff. The ideal candidate will also specialize in delivering exceptional hospitality, ensuring a welcoming and professional environment for all visitors and team members.
Working in the firm's mid-town offices located near Bryant Park, Mon-Fri, 9am-6pm.
QUALIFICATIONS AND SKILLS
- Bachelor's or Master's Degree required.
- Three to Six (3-6) years of Experience in an Administrative Support role in an Office/Professional Setting required.
- Calendar Management/Monitoring skills required.
- Travel coordination/management skills required.
- Expense report coordination/management/handling skills required.
- Proficiency in Microsoft Office Suite Programs (Word, Excel, Outlook, PowerPoint, etc.) is required.
- Familiarity with Adobe Deign Suite is a plus.
- Excellent Verbal and Written Communication skills; and Interpersonal and Customer Service skills required.
- Excellent Organizational skills; and Attention to Detail skills required.
- Possess high level of professionalism, maturity, discretion, and sound judgment.
- Strong analytical and problem-solving skills; Able to prioritize tasks; and Able to function well in a high-paced environment.
DUTIES AND RESPONSBILITIES
- Coordinate and organize staff and client meetings, including arranging catering, managing technology needs, setting up meeting spaces, and ensuring all logistical details are handled smoothly.
- Assist with general office upkeep, including maintaining a tidy and organized environment, and ensuring timely clean-up after meetings and events.
- Help with general maintenance and upkeep of databases and office programs.
- Support the smooth daily operations of the office and provide organizational support to multiple Principals, Project Managers, and Operational Teams.
- Provide support to Principals and Project Managers with financial tasks, including managing expense reports, processing corporate charges, etc.
- Coordinate and book Principal/Project Managers' travel arrangements; arrange flights, hotel, drivers, rental cars, and dinner reservations.
- Maintain Principal/Project Managers' calendar by tracking the availability while in the office and updating when the Principal/Project Manager is expected to be out of the office, coordinate Principal/Project Managers' availability to attend meetings, performance reviews and interviews.
- Stay informed about ongoing activities in the office, anticipate needs, and proactively address any issues to ensure efficient operations.
- Provide back-up coverage for general admin functions including Reception Desk and Administrative Services.
- Required to be present in the office five days a week.
JD # 24-04668
