Office Services Associate & Administrative Assistant

Responsibilities

• Office Services Responsibilities
• Greet office visitors in a welcoming and professional manner; provide assistance in navigating the office and connecting with their contacts
• Maintain daily office needs, including, but not limited to:
• Receive, sort, and distribute incoming mail and deliveries
• Arrange for messenger services & outgoing mail, including certified mail and other sensitive materials
• Answer and politely screen incoming calls on a multi-line phone system covering multiple offices. Take detailed accurate messages to relay to the appropriate team members for follow-up.
• Manage conference room calendars and resolve booking conflicts in a timely fashion
• Maintain office supplies and kitchen/pantry stock, ensuring that the office is always ready to receive guests and make a good impression.
• Assist with planning and set-up of client meetings and company events, including catering/room set-up, guest registration, and creating name tags/signage/other event specific media as need
• Provide additional administrative support as needed.
• Execute daily print jobs and other process-related needs, as determined by the Executive Assistant.
• Update and maintain contacts and other records in Microsoft Dynamics


• Administrative Responsibilities
• Support calendar management, including scheduling meetings and proactively determining when travel is needed.
• Prepare and reconcile expense reports using Concur, and assist in entering billable hours entry into Microsoft Dynamics for assigned team members
• Arrange complex and detailed travel plans, itineraries, and agendas; and compile documents for travel-related meetings, as needed
• Work closely with IT and Office Support to troubleshoot any technology (computer, printer, cell phone, etc.) or miscellaneous issues as needs arise
• Provide administrative support to senior staff as needed, which may include personal tasks such as coordinating travel or scheduling appointments
• Provide reliable coverage and cross-support for other administrative staff, when needed

Qualifications

• A minimum of 1 - 2 years of administrative or front desk experience
• Willingness and ability to be on-site 5 days per week in our NYC office
• Proficient with MS Office Suite (particularly Outlook + EXCEL) and Windows Computers
• Strong proficiency in calendar management and scheduling in Outlook
• Comfortable working with new technology and learning to troubleshoot technical problems
• Punctual and reliable, able to adjust schedule for occasional early morning or evening events.
• Handles sensitive information with integrity, discretion and professionalism
• Communicates clearly and confidently, and knows how to build strong relationships across teams
• Brings a helpful, solutions-oriented mindset and takes pride in making things run smoothly
• Stays organized and adaptable, juggling multiple priorities with attention to detail
• Takes initiative and stays calm under pressure, jumping in where needed to keep things moving
•  Bachelor’s degree or equivalent combination of education and experience