Our client, a global communications firm, is seeking a Receptionist/Administrative Assistant temp for a short term assignment.
On-site: 8:30 a.m. to 5:30 p.m Monday-Friday
Rate: $28/hour
Location: Central Business District
Dates: 4/20 - Mid May
Responsibilities:
Operational & Facilities Support
• Processes expense reimbursements, invoices, and purchase orders.
• Ensures appropriate level of support is arranged to facilitate timely submission and resolution of facilities-related requests.
• Maintains office efficiency by planning and implementing space allocations, office systems, layouts, and equipment procurement.
• Assures office equipment and furnishings are in operable order and quantities and services are appropriate to meet the needs of the team.
• Oversees kitchen supplies, related maintenance, and ensures snacks and beverages and ordered and stocked.
• Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
• Takes ownership of office management tasks, such as organizing storage space and files, supervising vendor relationships, etc.
• Acts as liaison to office building management and coordinates day-to-day operations.
• Assists with development and implementation of safety procedures.
• Assists with the on-boarding of new hires.
• Greets visitors to the office, including high-level executives and prominent guests, in a welcoming and professional manner.
• Orders staff lunches for team meetings.
• Acts as liaison to office building management and coordinates day-to-day operations (e.g., distributing building access keys, parking vouchers, clearing office visitors with security desk, etc.)
• Assists as appropriate with firm administrative functions, such as HR, IT, finance and marketing
• Participates as needed in other special projects
• Liaises closely with counterparts in other Global offices
Executive Support
• Responds to complex requests, directs inquiries, takes action, and follows up as appropriate.
• Coordinates a broad variety of administrative tasks for the Head of the Office, including managing calendars, preparing confidential documents, and ensuring follow-up on all action items.
• Prepares travel arrangements and expense reports, and ensures related travel policies and processes are adhered to.
• Develops presentations, correspondence, meeting minutes, etc.
• Support of the business development efforts of the Head of the Office and team.
• Proactively identifies potential areas of scheduling conflict and recommends solutions to mitigate issues.
• Provides broad administrative support to other staff, including scheduling coordination, travel arrangements, reserving meeting space, etc.
• Supports the efficient and timely distribution of messages on behalf of the leadership team.
• Keeps executives well informed of upcoming commitments and responsibilities including follow-up.
• Communicates directly on behalf of the executives in a professional manner, bridging smooth and clear communications with internal departments and external constituents.
• Prepares meeting materials, such as executive documents and binders.
• Purchases and sends gifts as appropriate.
• Prepares initial drafts and preview materials as needed, including PowerPoint decks, speaker notes, and various communications in support of key initiatives.
Event Planning
• Supports local meetings, including executive meetings calendar management, attendance tracking, and content/topic preparation.
• Coordinates local office outings, holiday parties, and marketing events.
• Secures off-site event venues and coordinates with external vendors as needed.
• Partners with the firm’s marketing and events team to manage logistics, including catering, invitation lists, and visitor clearance.
Qualifications:
• Three to five years of experience in a professional office environment in an executive and/or administrative support role
• Working knowledge of mail processes such as postage machine, FedEx and UPS
• Well-versed in MS Office, especially Outlook, Word, PowerPoint, and Excel
• Ability to read, interpret, and comprehend documents such as floor plans, policies, etc.
• Ability to work independently, with a team, and with a high volume of work.
The ideal candidate should possess the following professional attributes:
• Ability and desire to take initiative
• Strong attention to detail and problem-solving skills
• Good time management and the ability to manage multiple priorities
• Competent decision making and knowing when to escalate matters
• Strong verbal and written communication skills
• Exceptional organization skills
• Experience with discretion/confidentiality
• A high level of professionalism and maturity
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