Administrative Assistant

Athari•New York, NY

About The Position

This role involves overseeing a wide range of administrative tasks to ensure the smooth operation of the office. The Administrative Assistant will manage calendars, schedule appointments, coordinate meetings, and handle correspondence. Responsibilities also include guest registration, conference room reservations, catering orders, monitoring phone lines, transferring calls, and maintaining office supplies and equipment. The position requires assisting with new employee onboarding, acting as a point of contact for various stakeholders, and supporting different departments with administrative tasks and special projects. Maintaining company records, providing executive-level support, and identifying opportunities for process improvements are also key aspects of this role. The position requires handling confidential information with discretion and professionalism.

Requirements

College degree required.
Strong organizational skills and attention to detail.
Excellent written and verbal communication abilities.
Ability to multitask and prioritize tasks effectively.
Demonstrated problem-solving skills and a proactive approach to work.
Ability to work independently as well as part of a team.
Willingness to learn new skills and adapt to changing responsibilities.
Positive attitude and a strong work ethic.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Proficiency with the following: Teams, Zoom, Adobe, DocuSign, SharePoint

Responsibilities

Oversee administrative tasks such as managing the firm calendar(s), scheduling appointments, coordinating meetings, and handling correspondence
Guest registration with concierge, conference room reservations, catering order placement
Monitor the general line 212-292-8300
Transfer calls and forward messages/voicemails
Maintain office supplies and equipment and liaise with vendors as needed.
Record and maintain vendor invoices.
Assist in the onboarding process for new employees.
Act as a point of contact for internal and external stakeholders, including clients, visitors, and vendors.
Support various departments with administrative tasks and special projects as required (i.e. print documents, prepare presentations, assist in event planning, etc.).
Maintain and organize company records, documents, and files.
Provide executive level support for firm management.
Assist with ad hoc projects as needed.
Handle confidential information with discretion and professionalism.
Identify opportunities for process improvements and implement solutions to enhance office efficiency.