Executive Administrative Assistant/Receptionist Job in New York, New York US
Executive Administrative Assistant/Receptionist
POSITION SUMMARY: Provide reception and executive administrative support, while maintaining awareness of and sensitivity to confidential nature of Asset Management clients. A qualified candidate must be highly organized, competent in key administrative skills, well-spoken and comfortable in a fast-paced environment. Candidate must be very professional and promote a welcoming environment. ESSENTIAL FUNCTIONS: Provide full receptionist duty with a high degree of emphasis on customer service by greeting and directing visitors accordingly; notify Asset Management personnel of visitor's arrival; notify security of expected guests. Communicate and liaise with clients, visitors and relevant staff. Interpret and respond clearly and effectively to requests in person and over the telephone. o Make meeting announcements through our voice system and/or instant messaging. Consistently liaise with the security department. Keep the staff on the floor informed of any changes with building security related changes. Also, liaise with other receptionist to ensure a working relationship amongst floors as it pertains to conference room bookings and usage. o Calendar management; schedule internal/external meetings and appointments. Coordinate and reserve conference rooms and send invites as necessary for meetings. o Assist with the maintenance and organization of the conference rooms; order and place water bottles as needed in the meeting rooms. Complete mail and courier process by retrieving or receiving items. Receive and coordinate the pick-up and delivery of express mail service (FedEx, etc). Inform personnel as needed when their package is delivered. o Coordinate travel arrangements (air, hotel accommodations and ground transportation) with travel agency; prepare detailed itineraries and ensure accuracy and timely delivery of all necessary travel documents e.g. passport, visa, plane/train tickets and boarding pass. Review managers expense reports, verify expense documentation and submit to accounting for payment. Maintain operation of copiers and fax machines by completing preventative maintenance requirements, troubleshooting and resolving malfunctions; calling for repairs as necessary. o Maintain and coordinate all files for the assigned team and process all files for archiving on a quarterly basis; Keep monthly inventory on all office supplies and place necessary supply orders on a regular basis. o Submit facilities requests for repairs and/or cleaning needs. Follow up accordingly to ensure the timeliness of the requests. o Coordinate group coverage, i.e., lunch hours, vacations, training and assistant other administrative assistant's as needed. Help with overflow, special projects and day-to-day tasks (e.g. on boarding/off boarding new hires, summer interns, etc.) Maintain proficient software computer skills/knowledge which must include the following applications: Iportal, Document Management, Word, Excel and PowerPoint TEEMS and other newly developed tech systems. This includes any and all new database applications i.e. End Request (EURC's), E-Source applications. Stay abreast of trends in software, hardware and peripherals (e.g. macros, templates, formatting techniques, etc) Maintain regular consistent and professional attendance, punctuality, personal appearance,