Administrative Assistant

Your Role

• Ensure general office organization and tidiness, including pantries, conference rooms, and library areas.
• Provide general office support, ensuring well-stocked office supplies and overall organization and tidiness for the New York office.
• Organize lunch meetings, including setup and cleanup.
• Familiarize with office systems such as Deltek VantagePoint, Hubspot, etc.
• Sort, distribute, and prepare daily incoming and outgoing mail/FedEx.
• Serve as a liaison for the office with the building landlord, Reprographics Company, etc.
• Organize office events.
• Perform light clerical duties such as data entry (entering/scanning contacts), typing, and filing.
• Handle printing, copying, and collating documents and large-size drawings.
• Assist in marketing functions, including preparing presentations, brochures, marketing collateral, and supplies, managing social media, and other communication tools and initiatives for each office.
• Aid in preparing proposals.
• Assist in opening project numbers in Deltek Vantagepoint.
• Support in generating project reports from Deltek Vantagepoint.
• Assist in the intake, filing, and distribution of project-related material submittals in Newforma.
• Help with stamping or sealing drawings for the state or city.
• Prepare correspondence, such as letters of transmittal, cover letters, etc.

Qualifications

• Ability to work under pressure and maintain composure
• Ability to handle multiple tasks at one time
• Ability to interface courteously and efficiently with staff/visitors
• Excellent verbal and written communication skills
• Strong computer skills, including Microsoft Office programs and Internet skills