Administrative Assistant

New Wave People • New York, NY

3d

About The Position

The Administrative Assistant provides administrative and clerical support to the Deputy and Assistant Deputy. The role answers, directs, and screens incoming calls; takes messages; refers inquiries to appropriate staff; and follows up to help ensure timely responses. It also handles information requests, prepares correspondence, receives visitors, arranges conference calls, schedules meetings, and supports business communications, including sending industry emails and taking notes.

The position sorts and distributes incoming and outgoing business-unit mail, including opening and time-stamping incoming mail, reading and routing it to supervisors, logging received mail in a tracking report, and maintaining necessary records and completed forms. The Administrative Assistant tracks and manages reporting projects without daily oversight, manages varied assigned tasks, and performs other reasonably related duties as required. Work is Monday through Friday for 37.5 hours per week, with a 30-minute unpaid lunch break. Holiday work, overtime, and travel are not required. Parking is not provided. Proper footwear is required to perform tasks safely.

Requirements

• High school diploma or equivalency.
• Proof of eligibility to work in New York State.
• One year of administrative support experience, including answering phone calls, handling information requests, preparing correspondence, receiving visitors, scheduling meetings, sorting and distributing mail, and maintaining reports and records.
• One year of experience using intermediate Microsoft Excel skills, including pivot tables, mail merge, and formulas to compare spreadsheets.
• Working experience with Microsoft Office 365 and proficiency with Microsoft 365.
• Knowledge of office administration and management, proper grammar, punctuation and spelling, and business communications.
• Excellent verbal communication and interpersonal skills.
• Ability to work individually and as part of a team.
• Ability to take and disseminate accurate information.
• Detail-oriented, with the ability to organize and prioritize tasks effectively in a fast-paced environment.
• Proper footwear required to perform tasks safely.
• Submit a cover letter and resume.

Responsibilities

• Answer, direct, and screen incoming calls for the Deputy and Assistant Deputy; take messages, refer callers to appropriate staff, and follow up to help ensure timely responses.
• Handle information requests and perform clerical functions, including preparing correspondence and receiving visitors.
• Arrange conference calls and schedule meetings.
• Support business communications, including sending industry emails, and take notes as needed.
• Sort and distribute incoming and outgoing business-unit mail.
• Open and time-stamp incoming mail, read and route it to supervisors, and record or log received mail in a tracking report.
• Maintain necessary records and completed forms.
• Track and manage reporting projects without daily oversight.
• Manage varied tasks as assigned and perform other reasonably related duties as required.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED