Administrative/Office Assistant
About The Position
The Administrative/Office Assistant is a team member of the People & Culture department. Under the supervision of the Senior Vice President, People & Culture, the job responsibilities include greeting guests and visitors, answering calls, managing mail and deliveries, assisting the People & Culture Department with various administrative tasks, supporting Vice Presidents/Director of Executive Office, maintaining data and reports, managing marketing materials and archives, setting up meeting spaces and technology, assisting with Board meetings and DEIB Council, taking minutes, ordering supplies, maintaining office equipment, and assisting with special projects. This is a non-remote, in-office position.
Requirements
- At least 2 to 3 years administrative experience
- Proficient with Microsoft Office Suite: Word, PowerPoint & Excel and Outlook
- Must exercise discretion, confidentiality, and judgment
- Shows enthusiasm, initiative and is a team player
- Pays attention to detail
- Excellent communication skills both verbal and written
- Comfortable interacting with the public via the phone and in person
- Must have confidence, a positive attitude and the ability to thrive under pressure
Responsibilities
- Greeting guests & visitors to the Times Square Alliance and directing them to the appropriate people
- Answering calls and directing them to appropriate staff and departments
- Receive, sort and distribute mail throughout office (e.g. USPS, FedEx, UPS), as well as accepting office deliveries and notifying recipients
- Assist the People & Culture Department with record keeping, invoices, HRIS, biweekly payroll email, talent acquisition and onboarding, reconciling expense report, planning and execution of employee appreciation events and other special projects
- Assist Vice Presidents/Director of Executive Office with administrative functions, which may include scheduling, filing, faxing, preparing correspondence and performing other clerical functions
- Entering and maintaining data from non-assessment revenue/sales contracts; reconciling contract amounts with the finance department; and run fiscal year reports; monthly, quarterly and as needed
- Maintaining marketing materials at front reception area and maintaining newspaper and magazine archive
- Set up and break down of meeting spaces, equipment and technology to include, setting up virtual meetings, i.e. Zoom, Teams, Webex
- Assist with Board meeting preparation and during meetings
- Administrative support for Diversity, Equity, Inclusion & Belonging (DEIB) Council
- Taking minutes for various meetings
- Assist with ordering office supplies
- Assist with maintenance of office equipment
- Assisting with special projects as assigned
- Substitute for President’s calendar and other administrative functions when Director, Executive Office is out
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
