Position: Administrative Assistant
Employment Status: Full-Time, Exempt
Office Location: 335 Madison Avenue, NYC
Office Status: In Office, 4-5 days/week
Job Summary:
We are looking for an experienced Administrative Assistant to provide full administrative and personal support to an Executive Assistant. The Administrative Assistant is responsible for ensuring that the office runs smoothly and efficiently. This position will provide excellent support to the team.
Job Specific Responsibilities and Duties:
- Receive, organize, and re-distribute incoming mail and deliveries.
- Coordinate and send out meeting invites.
- Answer all incoming calls for the main line/record and deliver messages as appropriate.
- Meet and greet all employees and guests entering the office with a high degree of professionalism, courtesy and friendliness.
- Assist with special projects for all office teams as assigned by Management. These projects include but are not limited to:
- Create and update power point presentations
- Travel coordination
- Manipulate presentations, documents and floorplans
- Plan office events
- Manage conference room reservations.
- Maintain a calendar of upcoming visitors.
- Escort guests to the waiting area, conference rooms and offices.
- Announce all guests to the appropriate employees.
- Provide delivery service within the building as needed by the Executive Management.
- Arrange back-up phone and door coverage when absent from the reception area.
- Order office supplies:
- Establish a regular order date
- Send out reminders to all employees
- Deliver new stock to the appropriate employee
- Create and maintain distribution list of all employees in the department, including names, e-mails, and phone numbers.
- Design, order and distribute business cards.
- Send basic communication to all employees regarding office related messages (approval required before sending a message to 3 or more people).
Qualifications:
- Bachelor’s degree (BA/BS) from a four year college or university
- Prior experience working in an administrative role
Job Specific Requirements:
- Must be able to be in person 4-5 days per week
- Excellent verbal and written communication skills
- Strong and pleasant telephone demeanor
- Able to present themselves professionally
- Demonstrates attention to detail and organization
- Ability to prioritize and work in a fast-paced, multi-faceted environment
- Ability to multi-task and be a team player
- Demonstrates a high degree of strategic thinking and resourcefulness
- Excellent computer skills particularly: Microsoft Office Suite, including Word, Excel and Outlook
The job description outlined above is considered a core list of job duties/requirements. This document should not be considered a complete or comprehensive list. The incumbent assigned to this position is required to perform the duties listed above. The incumbent is also expected to adapt to changes and/or additions as needed. Nothing contained within this document is intended or shall be construed to create or constitute a contract of employment between any employee or group of employees and Emigrant Bank and its Subsidiaries. Emigrant Savings Bank and its Subsidiaries retain and reserve any and all rights to change, modify, amend, add to or delete from any section of this document as it deems, in its judgment, to be proper. Emigrant Savings Bank and its subsidiaries and affiliates are Equal Opportunity and Affirmative Action employers.
