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Administrative Assistant
Ref No.: 18-20267
Location: New York, New York
Administrative Assistant
New York, NY
2 Months


POSITION SUMMARY
The Administrative Assistant provides typical administrative support to a team of individuals, either locally or remotely, under regular supervision. This position works directly with brokers and others, scheduling appointments, arranging travel and meetings, and responding to other office-related business needs as requested.


ESSENTIAL JOB RESPONSIBILITIES
Note: These statements are not intended to be an exhaustive list of all responsibilities and duties.

Responsibility % of time spent
1 Scheduling
• Schedule appointments, arrange travel accommodations, and prepare travel itineraries
• Arrange meetings, conferences, teleconferences, and prepare agendas
• Compile travel-related documents as needed 50%
2 Communication
• Compose and keep record of standard correspondence for review, and follow up on pending matters with brokers and others
• Manage telephone calls/voicemail activity and communicate messages when needed
• Prepare replies to routine inquiries using standardized formats, referring unusual or complex inquiries to manager.
• Compose routine correspondence as requested.
• Communicate and/or coordinate broker's travel plans with various individuals 25%
3 Reporting
• Prepare and manage T&E expense reports
• Prepare reports and summaries when requested 15%
4 Other Responsibilities
• Work with senior administrative assistant and/or broker to support negotiation of vendor contracts
• General administrative duties including ordering office supplies and coordinating with third party vendor, as applicable
• Welcome and make arrangements for office visitors
• Perform other job-related duties as requested and assigned. 10%




KNOWLEDGE, SKILLS AND ABILITIES

Education
High School Diploma

Experience
2-3 years of relevant business experience preferred

Knowledge and skills (general and technical)
• Strong computer skills (Microsoft Office Suite)
• Be well-versed with office equipment (e.g., copiers, conference room equipment, binding machine, etc.)
• Ability to prioritize workload according to volume, urgency, etc.
• Ability to be organized and pay attention to detail
• Ability to work cooperatively with others
• Ability to be discrete and maintain confidentiality on a wide range of issues
• Strong verbal and writtten communication skills
• Resourceful and proactive