Jobs New York – Administrative Assistant | Beacon Hill Staffing Group LLC September 2024

Jobs Us –  Boutique financial services communications and public relations firm in Midtown, Manhattan is looking to hire a Temp to Perm Office Coordinator/Administrative Assistant for their office. The position is Monday – Friday, hybrid 4 days onsite and 1 day remote. Hours are 8:30am-6pm. The temp duration approximately 3-4 months with potential to extend/convert to permanent.

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Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

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California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

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Jobs New York Beacon Hill Staffing Group LLC

Responsibilities :

• Acting as a gatekeeper by being the primary individual to answer and direct all incoming telephone calls
• Managing reception area, including professionally greeting and directing visitors, receiving and distributing packages and mail, and maintaining a tidy ‘front of house’
• Preparing the conference rooms for internal and external meetings, including ensuring all tech is coordinated and set up in advance, and ordering catering as needed
• Coordinating with the building manager and facilities to ensure guests are registered with the front desk, vendors can access the building for deliveries, and any facilities needs or requests are effectively managed
• Providing executive administrative support for the Partners of the firm, including:
• • Scheduling and coordinating meetings/calendar management
  • Adding contacts/contact management in Outlook
  • Scheduling and coordinating travel
  • Assisting with expenses and other executive support requests as needed
• Maintaining the in-office kitchenette and weekly food service, including ordering weekly catering for the New York team, and maintaining stock of snacks and refreshments
• Maintaining an inventory of office supplies and ordering supplies as needed
• Participating, as needed, in additional projects, such as helping to coordinate recruiting efforts and planning team building and culture events

Requirements :

• 3+ years administrative experience and experience working in an external-facing role (i.e., engaging with clients and outside parties on behalf of a company or firm)
• Knowledge of general administrative practices and procedures, including proficiency with Outlook Calendar, Zoom, and Microsoft Word
• Professional demeanor with strong verbal and written communication skills
• Excellent organizational skills and attention to detail; plans, organizes, schedules and communications in an efficient, productive manner; focuses on key priorities; does not let details slips through the cracks
• Ability to learn and adapt quickly; ability to maintain effectiveness and focus while managing multiple competing priorities; ability to absorb new information and acclimate quickly to change
• Ability to act proactively and ‘see around corners,’ anticipating administrative issues before they occur and responding quickly and decisively to scheduling emails and logistical tasks

Beacon Hill Staffing Group LLC

New York, NY