Administrative Assistant

New York, NY

M-F, 930AM-530PM

Summary

This position provides administrative and secretarial support to the NY Director of Administration and Client Services Officer.   Secretarial support includes typing, filing, scheduling, coordination of meetings and conferences, obtaining supplies and coordinating various communications. Administrative support involves report generation, financial record keeping, assembling highly confidential and sensitive information, answering non-routine correspondence, as well as working on special projects. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload. Recommends changes in Director’s office practices and or procedures. Establishes and maintains harmonious working relationships with superiors, co-workers, subordinates, customers, clients and suppliers.

Duties and Responsibilities

• Plans, schedules and organizes complex activities such as meetings, travel, conferences, routine conference calls and department activities for all assignments.
• Processes expense reports and invoices
• Establishes, develops, maintains and updates filing system for the department. Retrieves information from files when needed. Establishes, develops, maintains and updates library of trade journals and magazines.
• Organizes and prioritizes large volumes of information and calls, sorts and distributes mail. Opens mail for the Director. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
• Answers phones for Director and select assignments in the department. Takes messages or fields/answers all routine and non-routine questions.
• Works in cooperation with other Administrative Assistants during absences.
• Act as a liaison with other departments and outside agencies, including high-level staff such as Executive Director, Chief Financial Officer, Chief Information Officer, Directors of Administration and members of the Executive and Management Committees. Handles confidential and non-routine information and explains policies when necessary.
• Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, which may include: planning and coordinating multiple presentations, disseminating information.
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Other related duties as assigned.

Required

• High School Diploma
• Minimum of 5 years’ experience in an administrative/legal secretary/executive assistant role
• Proficiency in Word, Excel, PowerPoint and other firm software
• Excellent proofreading skills
• Excellent grammar and punctuation

Preferred

• Proficiency in PeopleSoft
• Ability to type 40 wpm accurately

Other Skills and Abilities

• The following will also be required of the successful candidate:
• Strong organizational skills
• Strong attention to detail
• Good judgment
• Strong interpersonal communication skills
• Strong analytical and problem solving skills
• Able to work harmoniously and effectively with others
• Able to preserve confidentiality and exercise discretion
• Able to work under pressure
• Able to manage multiple projects with competing deadlines and priorities
• A self-starter who desires to show ownership and commitment to the job 

Qualifications

To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (Duties) above satisfactorily and meet the requirements below.  The requirements listed below are representative of the minimum knowledge, skill, and/or ability required.  Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.