Administrative Assistant/Floater

LS Power Development, LLC•New York, NY

5d•$65,000 - $80,000•Onsite

About The Position

The Administrative Assistant / Floater performs a variety of support duties for the New York City LS Power staff and its affiliates. Work performed will include a broad range of responsibilities involving the handling of confidential information. Assistant will exercise considerable initiative, judgment and discretion in completing assignments, perform tasks in a timely manner with great attention to detail, and will communicate messages with great accuracy. Assistant values the urgency of certain duties, always maintains confidentiality and professionalism, anticipates needs and follows up to ensure tasks are completed in a satisfactory manner.

Requirements

Bachelor’s degree and at least 2 years of experience managing a reception desk
Independent, organized individual with great attention to detail
Extremely reliable and have positive attitude
Approachable and responsive to all employee requests
Ability to prioritize a variety of challenges and responsibilities
Communicate effectively both orally and in writing
Flexible and exhibit excellent interpersonal skills
Ability to work well with all levels of management as well as outside guests
Ability to follow written/verbal instructions
Exhibit good judgment
Work well both independently and in a team
Can focus in fast-paced open area
Strong computer and research skills
Must be well versed in Microsoft Outlook, Word and have strong internet research skills

Nice To Haves

Microsoft: Outlook, Word, Excel, PowerPoint, SharePoint
Adobe Acrobat
Concur Expenses
Databasics Time and Expense Software

Responsibilities

Provide administrative support functions including: Provide back-up coverage for the Senior Administrative Assistants and the Receptionists when out-of-office, Provide back-up main phone line coverage, Temporarily fill-in for open Admin Services positions during recruiting period and extended absences, Support the team of Administrative Professionals with ad hoc projects, Have a significant role in the onboarding process for new employees at the NYC office by leading orientation tours and conducting an introduction to desk tools session, Assist the Office Management Team in ad hoc daily office operations.
Reception Coverage: Provide lunch coverage for the 35th floor AA/Receptionist daily and during their full-day absences, which may include the following responsibilities: Manage the corporate calendar and set up meeting invitations, Clear guests with building security, Receive and direct visitors to appropriate conference rooms, Make specific arrangements for meetings (such as ordering breakfast and/or lunch, setting up audio-visual equipment when needed, etc.), Cover the main LS Power phone line, screens calls and transfer to appropriate personnel, Sign for and distribute mail, print stamps and manage the postage account, Send weekly interoffice package to headquarters in New Jersey, Operate a variety of office equipment including copier/printer, postage weight machine and binding machine, Maintain order at all printer stations daily including discarding cover sheets, distributing print jobs, Coordinate building services as needed, Take Inventory and order all office supplies, Coordinate and communicate with the Housekeeper(s) including: Print daily conference room calendar schedule and verbally communicate updates, Work together on inventory processes to keep supplies stocked, Manage the pantry and meeting set up in Housekeepers’ absence.
Prepare routine accounting reports on a weekly and monthly basis, Petty cash report, and monthly debit card statement, Prepare and submit vendor services invoices for approval.
Administrative Assistant Coverage may include: Calendar management and updating Outlook Contacts, Conference call scheduling in all time zones; setting up WebEx for video conferences, Phone call screening, Arrange courier service, Expense report processing, Enter time in Databasics time tracking tool on behalf of clients, Coordinate travel including car service and hotel accommodation, Coordinate database subscription services with the accounting department, Process the payment of invoices with Accounting Department, Basic administrative functions such as using office machines to print, scan, fax and mail packages, Assist with preparing documents and gathering signatures, Maintain electronic filing system for the clients, Participate in group coverage with other administrative professionals, Purchase gifts on behalf of the company.