Support Specialist

BXP•New York, NY

14h•Onsite

About The Position

Primary Purpose of Position: Provide administrative support to the EVP, New York Region. Essential Functions: Administrative Standard administrative support functions: 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. Region/Building Specific Functions: 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.

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

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.
Perform special projects or assignments as requested by departmental staff.
Perform other duties as assigned by the Office Manager.