Support Specialist

BXP, Inc. • New York, NY

7h • Onsite

About The Position

Provide administrative support to the EVP, New York Region.

Requirements

• High school diploma or equivalent educational certificate required
• Minimum of 2-5 years of progressively responsible administrative support experience and special projects experience required.
• Excellent organizational skills with ability to set priorities, manage multiple projects, and meet project deadlines.
• Demonstrated ability to determine needs and achieve results without close supervision.
• Demonstrated ability to take initiative and lead projects.
• Ability to effectively interface with all departments of the company and to represent the company in a highly professional manner with all colleagues and outside partners.
• Ability to work under pressure and within time constraints.
• Superior verbal and written communication skills.
• Excellent analytical skills.
• Excellent attention to detail.
• Ability to work independently and as part of a team.
• Exhibit and champion excellence in work and willingness to embrace change.
• Flexibility with work schedule to include working overtime on a periodic basis.
• Proficiency with Microsoft Office Applications.

Nice To Haves

• a BA/BS Degree preferred.
• Related business/industry experience desirable.

Responsibilities

• Compose, edit, and type letters, memorandums, and transmittals.
• Compile, organize, and accurately finalize documents for signature or other distribution.
• Maintain Department filing systems; create and maintain department files, paper and electronic and adhere to document retention and destruction procedures, as outlined in the Records Management Policy.
• Screen, handle, forward and place telephone calls. Compose accurate and detailed messages.
• Schedule appointments and maintain EVP’s calendar.
• Schedule conference rooms and arrange catering and all details for meetings; Update Angus with guests/visitors for all meetings.
• Arrange travel including air, hotel, car rental and meeting attendance, as required.
• Organize and submit expense reports; input and approve eTime for self/team as requested.
• Manage invoices, billing, expenses, credit card statements and employee reimbursements.
• Sort, open, deliver or process incoming and outgoing mail, packages and internal correspondence.
• Arrange for courier or overnight services.
• Operate office equipment such copiers/scanners, fax machines, all conference room audio visual presentation equipment and telephones with voice mail capabilities.
• Submit requests/order supplies as needed.
• Track donations, corporate dues, and industry events.
• Coordinate invitation distribution for business seminars, dinners, and conferences.
• Prepare the quarterly NY Region Board Package materials for EVP’s review.
• Prioritize and follow up on matters and determine appropriate course of action in a timely manner.
• Continuously monitor EVP’s calendar.
• Partner with all regional office departments, company personnel, and clients.
• Provide relief to the Receptionist(s) as part of the Administrative team.
• Special projects or assignments as requested by departmental staff.
• Perform other duties as assigned by the Office Manager.

Benefits

• medical and dental coverage
• a retirement savings plan with competitive company match
• backup childcare
• educational assistance
• employee support programs
• a generous commuter transit subsidy

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees