Receptionist and Administrative Assistant

Helmsley • New York, NY

16h • $73,000 - $81,100 • Onsite

About The Position

The Receptionist and Administrative Assistant, reporting to the Office Manager, acts as Helmsley’s first point of contact with employees and visitors. Responsibilities include addressing internal and external communications (phone, email, video), meeting and greeting visitors, sorting and distributing incoming mail, assisting in planning special events, providing administrative support back-up for teams as needed, and contributing to a smooth-running office.

Requirements

• Minimum 3 years of related experience.
• Strong oral and written communications.
• Strong knowledge of Microsoft Office (Word, Power Point and Excel).
• Strong organizational skills and attention to detail.
• Maintaining a positive attitude in all Helmsley initiatives.
• Experience managing multiple priorities effectively.
• Demonstrated ability to exercise independent judgment and initiative.
• Bachelor’s degree or equivalent work experience.
• Strong attention to detail and ability to multitask.
• Ability to stay calm under pressure.

Nice To Haves

• Previous experience in a customer service role is preferred.

Responsibilities

• Receive guests and visitors and alert appropriate personnel upon their arrival.
• Answer all incoming calls and direct them; check main voicemail box and forward messages to appropriate staff.
• Enter incoming guests into building’s security system; verify guests are expected when called from the building’s security desk.
• Provide administrative support coverage across the organization during leaves of absence including, managing calendars, travel, expenses, and correspondence.
• Maintain orderly reception area and conference rooms.
• Maintain Helmsley wide documents such as preparing, reviewing, and ordering business cards.
• Receive mail and distribute appropriately.
• Assist in reconciling monthly vendor invoices.
• Coordinate onsite meetings, including scheduling, catering, and distributing meeting materials.
• Assist with preparing the office for business activities.
• Handling staff requests promptly to ensure a positive experience.
• Participate in Helmsley’s Fire Safety Team.

Benefits

• Employer-paid medical, dental, and vision for employees and their families
• Generous 401(k) employer contribution
• 23+ paid vacation and sick days
• 13+ paid holidays
• End of year office closure
• Summer Fridays
• Tuition reimbursement
• Personal and team professional development opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 11-50 employees