Part-Time Office Assitant

Location
New York
Posted
May 07, 2014
Closes
Jun 06, 2014
Contact
Ms. HR Coordinator
Duration
Part Time
LOCATION: New York, New York

THE POSITION
Part-Time Office Assistant – This position provides exceptional exposure to all aspects of the day-to-day activity of our company. Must be a true right arm and ready for anything, ranging from answering the phones to greeting guests to managing the logistics of major meetings and appointments. This is a small office and the work load varies on a daily basis. While we are looking for someone with a creative mind, we also want someone who takes direction well, follows up on tasks without being reminded, and is extremely organized. It is extremely important that this person does not let anything fall between the cracks, and we are looking for someone to take initiative and help the business grow.

RESPONSIBILITIES
• Greet all guests, messengers, and clients with a bright and friendly disposition
•Manage the main phone system, fielding, screening, and directing all incoming calls
•Schedule, arrange, and maintain conference room calendars (via Outlook) and coordinate appointments as needed
• Provide research for special projects
• Monitor and replace all office and kitchen supplies, maintaining a weekly inventory list
•Act as primary contact for all external office vendors (HVAC, cleaning company, special delivery services, exterminator, etc.)
• Manage all incoming daily, weekly, and monthly newspapers and magazines, maintaining a regular sign-out sheet and coordinating proper filing of copies
• Assist team members in varying tasks on a day-to-day basis
• Document and distribute all incoming mail and packages
•Demonstrate excellent writing skills via daily correspondence
•Conducting Human Resources responsibilities such as (but not limited to): posting available positions; monitoring and pre-screening of resumes; scheduling in-person interviews; maintaining, updating, and distributing new hire packets for all new employees; and monitoring employee vacation days
•Maintain general aesthetic of the office, including key areas such as the front office area, supply closet, kitchen, and conference rooms

QUALIFICATIONS
•At least 1-2 years work experience working in an office setting with high-level executives in a fast-paced environment
• 4 year college degree
•High level of proficiency with all MS Office applications (Word, Excel, Access, Outlook, and PowerPoint), Internet search engines, and Blackberry
•Excellent interpersonal skills. Strong written and verbal communication skills.
•Ability to work well both as member of a team and independently.
•Strong work ethic, professional, extremely well organized, thorough, and meticulous attention to detail.
•Flexible schedule and the ability to maintain confidentiality at all times
•Principals only. Recruiters, please don't contact this job poster

No phone calls, please.

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