Overview
Executive Administrative Assistant Jobs in N New Hyde Park, NY at Madison Mortgage Services Inc.
Founded in 1952, RubinBrown LLP is one of the nation’s leading accounting and professional consulting firms. The RubinBrown name and reputation are synonymous with experience, integrity and value.
RubinBrown redefines the full-service experience by combining technical and industry expertise with a commitment to personal and high-level relationships.
https://www.rubinbrown.com/
The Front Desk & Reception Specialist is the first point of contact in the office suite, setting the tone for Totally Satisfied Clients and Guests. This position serves as a key administrative support for the office and administrative operations.
Major Responsibilities
Greet all guests to the firm (clients, vendors and visitors) as they arrive at the office
Create a warm, friendly and sincere environment
Greet guests by name
Offer guests newspapers
Offer guests refreshments
Validate parking tickets
Converse with guests waiting in the lobby for a team member
Maintain office appearance
Organize newspapers, magazines and other periodicals
Load and unload dishwasher daily
Keep conference rooms, front desk area, and reception kitchenette clean and orderly
Monitor and restock catering room supplies (drinks, paper towels, etc.)
Notify office administrative manager of any needed facility repairs or light bulb replacements
Monitor use and availability of conference rooms
Reserve rooms when requested
Check equipment in conference rooms (phones, projectors, computers, etc.) daily and report to IT any damages.
Support with setting up Conference Room tablets, as needed
Conference room table and chair coordination, as needed
Food ordering/setup/cleanup for various meetings & trainings
Schedule food delivery prior to meeting, set up for the meeting, and clean up afterwards.
Operate Switchboard
Answer and transfer incoming calls
Assist clients paying over the phone
Determine the nature of each call
Screen phone calls for team members
Transfer calls into voicemail
Mail Operations
Track incoming packages for team members and outgoing packages for clients
Assist with incoming mail, outgoing packages and couriers, as needed
Assist the administrative team (office services, executive assistants, etc.) or any other team member with administrative tasks such as:
Assist set up and preparation for meetings and seminars
Produce documents in Microsoft Word, Excel, and PowerPoint using designed templates
Assist with distribution of invoices and statements to clients
Assist with review of documents when when requested
Proofread documents when requested
All other duties as assigned
Preferred Experience/Background/Skills
High school diploma
Two to three years of office administrative support experience required
One year of receptionist experience preferred
Superior interpersonal skills, professional presence and strong client service background preferred
Must be able to handle multiple projects simultaneously in a fast-paced environment
Attention to detail and quality
Ability to multi-task
Proficiency in Microsoft Office programs (Word, Excel, PowerPoint required)
Ability to effectively utilize technology and a commitment to learn in the technology environment
Excellent verbal and written communication skills
Strict adherence to professional ethics
Working Conditions
The typical office hours are 8:00 a.m. to 5:00 p.m.
Ability to work extra hours February through April
Travel for this position will be minimal
Ability to sit for long periods of time
Ability to move throughout office
Ability to lift, carry, push, pull up to 10 pounds
Ability to speak English to communicate with clients, team members, etc…
One Firm
To foster a highly respected, inclusive culture that helps foster and promote an environment that is diverse and equitable for all team members and the firm to achieve growth and deepened expertise. RubinBrown is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please contact your recruiter.
EEO Employer W/M/Vet/Disabled
Education
Required
High School or better
Preferred
Associates or better
Skills
Preferred
Customer Service
Behaviors
Required
Team Player: Works well as a member of a group
Enthusiastic: Shows intense and eager enjoyment and interest
Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well
Preferred
Functional Expert: Considered a thought leader on a subject
Motivations
Required
Self-Starter: Inspired to perform without outside help
Preferred
Ability to Make an Impact: Inspired to perform well by the ability to contribute to the success of a project or the organization
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Title: Executive Administrative Assistant
Company: Madison Mortgage Services Inc.
Location: N New Hyde Park, NY
