Administrative Assistant

» Administrative Assistant
Clerical & Administrative
in New York City
, NY
Reference: 19-03718

Job Summary

This position provides administrative and secretarial support. This incumbent shall handle complex and confidential information daily in a secure, dependable and credible manner.  A successful incumbent must be accurate, organized, detail-oriented, customer service centric, flexible and creative by providing routine and ad hoc support to facilitate all administrative services as directed by while working independently to maneuver multiple tasks with a proactive fast-paced approach to changing priorities.

Description:

  • Schedule and organize complex activities such as meetings, travel, conferences and department activities for all members of the department
  • Sort and distribute mail
  • Open mail for the Vice President
  • Draft written responses or replies by phone or e-mail when necessary
  • Respond to regularly occurring requests for information
  • Provide support for and manage administrative tasks including but not limited to Outlook, email messages, phone calls, Calendar invites, travel arrangements, expense reports, and the preparation of documents and presentations
  • Responsible for managing timekeeping, technical and facilities requests, and applicant tracking systems as required
  • Perform clerical support including but not limited to processing employee attendance records, distribution of mail/legal correspondence, document retention, coordinating equipment needs and departmental supplies, and copying, faxing and scanning as required
  • Prepare meeting invites, meeting agendas, and meeting minutes as required
  • Periodically traveling as needed
  • Perform all other duties as assigned by management

Additional Responsibilities:

  • New Hire Orientation – preparation of materials and set up at 7:15 A.M. every other Monday
  • Catering requests
  • Ad hoc work as assigned by Manager