SUMMARY
Partner is seeking a full-time Administrative Assistant to help with all administrative duties in our New York City office. The ideal candidate will have at least 2 years of experience working in an office environment.
ESSENTIAL DUTIES & TASKS
- Help staff in the preparation of quality supporting documents for their reports (site figures, appendices, etc.)
- Compose and/or draft correspondences with state offices and townships (i.e. building department, zoning, NYCDEP, etc.) by sending out FOIAs and other needed documents
- Must be able to perform a records review of digitized city directories for various properties at the New York Public Library
- Perform data entry following prescribed formats or established formats.
- Track projects, proposals and any other related items, as directed by the project manager.
- Assist in the development of documents for proposals and reports.
- Answer incoming telephone calls and provide assistance, including proper transfers to internal sources, as needed.
- Provide basic word processing assistance, if needed
- Responsible for outgoing and incoming deliveries, mail and faxes.
- Stuff envelopes and put proper postage on outgoing mail
- Create Fed Ex labels for outgoing packages. Arrange messenger/FedEx services.
- Responsible for maintaining and ordering all office supplies
- Assist with Coordinating/maintaining appointment calendars and external and internal meetings.
- Make travel arrangements
- Provide back-up support to accounting staff as needed (requires knowledge of Microsoft Word and Excel)
KNOWLEDGE, SKILLS, AND ABILITIES
- Ability to work within a team environment.
- Project a professional image both in-person and on the phone
- Possess excellent interpersonal skills
- Ability to follow specific instructions and carry-out tasks as assigned
- Accurate data entry abilities
- Proficient in Microsoft Word, Microsoft Excel, Microsoft Outlook and Adobe Acrobat Reader
- Excellent verbal and written communication skills with strong analytical skills.
- Self-directed, organized, and able to work with minimum supervision.
QUALIFICATIONS
- Associate’s degree from an accredited college program, Bachelor’s degree preferred.
- 2+ years’ experience in front office administration
- Experience working in a consulting firm a plus
- Involves a degree of travel
PHYSICAL REQUIREMENTS
- Must be able to read, write, speak & comprehend English
- Must be able to communicate clearly in person and over the telephone
- Visual acuity adequate to perform job duties, including reading information from printed sources and computer screen.