Administrative Assistant 541 CLOSED

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.