Administrative/Office Assistant
Location: New York The Administrative/Office Assistant is a team member of the People & Culture department. Job Responsibilities
- Greeting guests & visitors to the Times Square Alliance and directing them to the appropriate people
- Answering calls and directing them to appropriate staff and departments
- Receive, sort and distribute mail throughout office (e.g. USPS, Fed Ex, UPS), as well as accepting office deliveries and notifying recipients
- Assist the People & Culture Department with record keeping, invoices, HRIS, biweekly payroll email, talent acquisition and onboarding, reconciling expense report, planning and execution of employee appreciation events and other special projects
- Assist Vice Presidents/Director of Executive Office with administrative functions, which may include scheduling, filing, faxing, preparing correspondence an and performing other clerical functions
- Entering and maintaining data from non-assessment revenue/sales contracts; reconciling contract amounts with the finance department; and run fiscal year reports; monthly, quarterly and as needed
- Maintaining marketing materials at front reception area and maintaining newspaper and magazine archive
- Set up and break down of meeting spaces, equipment and technology to include, setting up virtual meetings, i.e. Zoom, Teams, Webex
- Assist with Board meeting preparation and during meetings
- Administrative support for Diversity, Equity, Inclusion & Belonging (DEIB) Council
- Taking minutes for various meetings
- Assist with ordering office supplies
- Assist with maintenance of office equipment
- Assisting with special projects as assigned
- Substitute for President’s calendar and other administrative functions when Director, Executive Office is out
Qualifications and Skills
- At least 2 to 3 years administrative experience
- Proficient with Microsoft Office Suite:
Word, PowerPoint & Excel and Outlook
- Must exercise discretion, confidentiality, and judgment
- Shows enthusiasm, initiative and is a team player
- Pays attention to detail
- Excellent communication skills both verbal and written
- Comfortable interacting with the public via the phone and in person
- Must have confidence, a positive attitude and the ability to thrive under pressure
This is a non-remote position, in office only. Salary range: $24.00 – $26.44 per hour, non-exempt. The Times Square Alliance is an equal opportunity employer. All qualified candidates are encouraged to apply. #J-18808-Ljbffr