Executive Assistant and Operations Manager

New York
Apr 25, 2014
May 25, 2014
Mr. Nicholas Jerez
Full Time
U3 Advisors, a dynamic and growing real estate consulting firm, seeks an exceptional individual to manage our New York City office, serve as Executive Assistant to the Co-CEO, and support company-wide operations in the areas of human resources, financial reporting, and technology. The position offers a competitive salary, generous company-funded benefits, and an opportunity for growth.

Job Description
As a member of U3A’s operations team, the Manager and Executive Assistant (“the Manager”) will play a central role in enhancing the firm’s administrative, operations and technology systems to ensure an exceptional level of support for our growing organization. He or she will have a dual report to U3A’s Co-CEO, based in New York City, and the Vice President/CFO, based in Philadelphia. The Manager will be based in the New York City office, where he or she will be the primary administrator for the 8 employees in that office. The ideal candidate will be highly organized, multi-talented, driven, and entrepreneurial—and a good fit with our close-knit and collegial company culture.

Specific tasks include:

NYC Office Management and Executive Support
•Serve as Executive Assistant to the co-CEO, providing support with scheduling, travel, and other tasks
•Provide administrative support to New York City based staff, as needed, including reception, scheduling, and light office work
•Manage office purchasing and supplies
•Organize and facilitate all procedures and activities for setting up and maintaining New York City office

Finance and Marketing
•Assist the CFO with management of U3A’s timekeeping system and client billing for the New York office
•Assist the CFO and bookkeeper with tasks related to U3A financial reporting and management
•Manage pipeline tracking of new projects
•Manage vendors and service providers, including issue resolution and bill payment
•Support U3A marketing efforts, including working with staff to maintain our mailing list, produce proposals, update the company website, distribute regular quarterly newsletter, manage annual client party, etc.

•Effectively manage U3A's relationship with our IT service provider.
•Work with our IT service provider to assist in the IT support of offices.
•Ensure employees are well trained on all of U3A's technology.
•Coordinate the speedy resolution of IT issues.
•Consistently research and implement IT opportunities, strategies and norms that enhance business performance, communication and culture (including a virtual culture).

Human Resources
•Assist the CFO with the management of U3A's benefits.
•Manage on-boarding and termination policies and procedures for New York City based staff.
•Maintain employee files.
•Work with the CFO to quickly resolve day-to-day employee HR issues as they arise.

Job Requirements
The Manager must be a team player, easy to get along with, and able to perform his or her duties with grace and good humor under pressure in a client-driven environment. This entails the ability to juggle multiple tasks, understand and adhere to project deadlines, and manage time effectively. This position has significant growth potential, as U3A’s policy is to promote from within and to reward success.

•Minimum 3 years work experience in administration and/or operations.
•Unsurpassed attention to detail
•Professional demeanor, ability to interact appropriately with clients, and to manage time effectively
•Excellent written and oral communication skills
•Computer literate – proficiency with Mac operating system ideal
•Work experience with nonprofit and governmental organizations, and/or academic institutions is a plus
•Experience with human resources administration is a plus
•Ability to thrive in a fast-paced, rapidly changing environment with multiple and varied assignments

A college degree or equivalent is strongly preferred.

Please email a resume and cover letter, including your requested salary. Please include your current or most recent salary information. U3A will not consider applicants who do not follow these instructions.

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