Job Description
Our client, a highly reputable real estate investment company, is looking to hire a Sr. Administrative Assistant / Receptionist for their NYC office. This role is providing administrative support to executives and handling reception duties. The ideal candidate will have at least 5 plus years of applicable experience. The successful candidate will be proactive, an excellent communicator, problem solver, highly organized and hold the upmost discretion. This is a fantastic opportunity to assist leadership at a renowned firm!
This role is in the office 5x a week. RESPONSIBILITIES - Support the front desk, including answering phones, greeting guests, handling mail, etc.
- Meeting arrangements (reserves conference rooms, arranges catering orders, guest security clearance, restaurant reservations, ensure the executive is prepared for all meetings and events, and assist with preparation of presentation materials)
- Detailed calendar management (includes appointment reminding for constantly evolving calendars)
- Conference call scheduling in all time zones; setting up WebEx, video conferencing capabilities
- Assist with operational support for the company including compiling reports and furnishing information to internal and external parties
- Phone call screening
- Expense report processing
- Coordinate travel using commercial and private airline services; itinerary preparation; passport/visas; compiling documents for travel-related meetings
- Organize and file paperwork
- Help maintain and track information
- Assist with maintaining and updating contacts and board member lists
- Discretely communicate with high profile public figures
- Basic administrative functions such as using office machines to print, scan, fax and mail packages, electronic and paper filing
- Light personal tasks, if/when needed
- Provides back-up support to other administrative staff
REQUIREMENTS - 5+ years of applicable experience supporting executives preferably in finance
- Flexible and willing to adapt to dynamic office environment and ever-changing executive’s schedules
- Willing to take on new responsibilities and ability to execute in timely manner
- Strong time management skills, follow-through and ability to follow-up
- Able to work well under pressure and maintain professionalism
- Are a team player; communicates effectively with others
- Strong internet research skills
- High-level of discretion / confidentiality
- Experience with the following programs: Microsoft (Outlook, Word, Excel, PowerPoint, SharePoint), Adobe, Acrobat, Concur Travel and Expenses
- Hospitality or restaurant experience is a plus!
SALARY $85-$92K (DOE) + Paid OT + FULLY paid Benefits from day 1 + Discretionary Bonus + 401K/contribution + Great PTO
HOURS 8/8:30am-5:30pm (DOE) + flexibility if needed
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Job Tags
Work at office, Flexible hours,