NY Administrative Assistant

Reports to: Managing Director of Administration

Status: Non-Exempt

Summary

To provide administrative support to the Managing Director of Administration, the Chief of Practice Systems & Support and the NY Marketing Manager, to ensure accurate and timely communication of information to and from such individuals and/or departments. Use of experience and judgment to assist individuals in preparing and performing their work efficiently and effectively. 

Duties and Responsibilities

  • Provides accurate and timely advice and suggested changes for procedures. Researches information for special reports and analyzes and summarizes data for reports as needed.
  • Resolves clerical and administrative issues and problems for the administrative office and other departments as they arise.
  • Creates and maintains highly confidential and non-routine information including complex excel spreadsheets.
  • Performs general budgetary support, including preparation and processing of invoices, budget monitoring for NY, Asian and European offices.
  • Prepares a variety of correspondence, which may be of a complex and confidential nature such as: memos, forms, and documents from written and/or dictated materials. Maintains knowledge of format and procedures in preparing documents. Proofreads letters, memos and/or documents before submitting.
  • Provides administrative support such as: arranging meetings, scheduling interviews, opening and sorting mail, answering routine correspondence, photocopying and scanning materials, scheduling appointments and meetings, making travel arrangements.
  • Establishes, develops, maintains and updates filing system for the Administrative office.
  • Answers, screens, directs and places telephone calls. Responds to inquiries. Takes and relays messages.
  • Greets and directs visitors. Maintains courteous and professional relationship with clients, candidates and other visitors. Handles requests for information.
  • Maintains and updates records and files which may be of a complex and confidential nature e.g. document management system and budgeting system for NY, Asia and European offices.
  • Handles and/or participates in community services, special projects and firm events as necessary.
  • Provides special project support as requested (Client Services, Construction projects).
  • Able to work independently, maintain confidentiality and demonstrate resourcefulness, initiative and good judgment.
  • Interacts with members of the Firm to ensure work-related tasks and projects are completed in an accurate and timely manner.
  • Serves as a liaison with various members of the firm including external contacts and internal upper management including Partners, Chiefs, Directors and Managers.
  • Performs additional responsibilities as assigned.
  • Timely and regular attendance.

Qualifications and Requirements

  • 3+ years of executive level administrative support experience.
  • Bachelor’s degree preferable.
  • Strong interpersonal, verbal and written communication skills.
  • Excellent follow through, attention to detail and organizational skills.
  • Experience handling sensitive and confidential information and situations. Ability to maintain confidentiality, tact and diplomacy at all times.
  • Proven success in working in a fast paced, corporate environment, juggling multiple competing tasks and assignments.
  • Ability to work overtime when necessary.
  • Proficient in MS Word (advanced functions: styles, mail merge); Imanage or other document management system), Excel (spreadsheets), Power Point, ability to operate scanner and photocopy machines.
  • Ability to work independently and in a team environment.

 

 

Job Type: Full-time

Salary: Open, dependent on experience

Date Active: 3.29.2016

Exempt/Not Exempt: Not Exempt

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