Job Description

OFFICE ASSISTANT AT TOP ARCHITECTURE & DESIGN FIRM

Base Salary is $70K to $100K (based upon candidate and experience)

Great Opportunity – Wonderful Company – Excellent Benefits

A very creative architecture, design, and master planning firm is looking for an experienced administrative/ clerical/office support professional to join its growing organization as an Office Assistant .

Your primary role is to assist staff with administrative tasks, support the smooth daily operations of the office, ensure it is well-maintained, and provide organizational support to staff. The ideal candidate will also specialize in delivering exceptional hospitality, ensuring a welcoming and professional environment for all visitors and team members. This is a very Customer Service/White Glove focused, critical role for the firm.

Working in the firm’s mid-town offices located near Bryant Park, Mon-Fri, 9am-6pm.

REQUIREMENTS AND SKILLS

• Undergraduate or Master’s Degree required.
• Two Plus (2+) years of Administrative Support experience in a fast-paced environment.
• Proficient in Microsoft Office Suite Programs, especially Outlook including Heavy Calendaring required .
• Experience in Managing Multiple Priorities, Administrative Coordination, and Logistics.
• Experience booking extensive domestic and international travel.
• Able to maintain confidentiality and security of sensitive employee and company information.
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills.
• Able to work independently as well in team environments on a regular basis as well as on time sensitive matters.
• Able to read and interpret written information including business documents, contracts, forms, email correspondence and follow instructions.
• Able to prepare reports, correspondence, and memos.
• Strong written and verbal communication skills.
• Able to provide prompt and courteous customer service and reliability.

DUTIES AND RESPONSIBILITIES

• Coordinate and organize staff and client meetings, including arranging catering, managing technology needs, setting up meeting spaces, and ensuring all logistical details are handled smoothly.
• Assist with general office upkeep, including maintaining a tidy and organized environment, and ensuring timely clean-up after meetings and events.
• Help with general maintenance and upkeep of databases and office programs.
• Support the smooth daily operations of the office and provide organizational support to multiple Principals, Project Managers, and Operational Teams.
• Provide support to Principals and Project Managers with financial tasks, including managing expense reports, processing corporate charges, etc.
• Coordinate and book Principal/Project Managers’ travel arrangements; including flights, hotel, drivers, rental cars and dinner reservations.
• Maintain Principal/Project Managers’ calendar by tracking the availability while in the office and updating when the Principal/Project Manager is expected to be out of the office, coordinate Principal/Project Managers’ availability to attend meetings, performance reviews and interviews.
• Stay informed about ongoing activities in the office, anticipate needs, and proactively address any issues to ensure efficient operations.
• Provide back-up coverage for general admin functions including Reception Desk and Administrative Services.

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