Administrative Assistant

Location
New York
Posted
Nov 26, 2012
Closes
Dec 26, 2012
Contact
Keith Weckstein
Category
Marketing, Other
Duration
Full Time
Administrative:

•Oversee all aspects of general office
•Answer telephones and transfer to appropriate staff member
•Assist leadership staff with day to day scheduling and administrative tasks
oMake travel arrangements for staff
oPrepare agendas and make arrangements for related travel and meetings
•Perform general clerical duties to include, but limited to, copying, faxing, mailing, and filing
oFile and retrieve organizational documents, records, and reports
oCoordinate and maintain records for staff, office space, telephones, expenses, office keys.
oArrange for the repair and maintenance of office equipment
oCollect and maintain inventory of office equipment and supplies
oResearch, price, and purchase office furniture, equipment, and all necessary supplies
•Maintain office calendar to coordinate work flow and meetings
•Track and handle all incoming and outgoing shipments, packages, and postage
•Manage all purchase orders, Stillwell and related cient/event expenses and incoming invoices
•Build and maintain databases for Stillwell, Advertising Week and other projects
oMay conduct research, compile data and prepare papers for consideration and presentation to the leadership staff

Project Management:

•Track progress of all Stillwell projects
oOrganize weekly status meeting to review projects
•Compile, transcribe, and distribute minutes of meetings
oCreate weekly tracking report due 9a every Monday (email + print)
•Manage and oversee ordering of necessary event related supplies
•Assist in set-up and daily management of related items in regards to seasonal and/or temporary staff
•Assist in special event production as necessary
oMay supervise volunteers and other support personnel

Entry Level Position. No Phone Calls, applications accepted by email only.

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