Overview
Office Administrative Assistant Jobs in New York City Metropolitan Area at Atlas Search
Title: Office Administrative Assistant
Company: Atlas Search
Location: New York City Metropolitan Area
We are working with a prestigious private equity firm in midtown seeking an Office Assistant for a 2-month temporary assignment. This individual will assist the Office Manager in the overall Facilities /Office management activities. The ideal candidate will exhibit high standards, excellent communication skills, and an ability to take initiative and prioritize daily tasks. This is a great way to build your resume while gaining experience at a top fund in the city.
Duties and responsibilities
Reception Area:
· Answer all incoming calls with a professional demeanor and relay to the proper party.
· Greet all guests in a cordial manner and notify the appropriate party of their arrival.
· Arrange for messengers when requested and note particulars of the request in the log.
· Sign for and disperse all packages.
· Sort and distribute mail (delivered once a day) in a timely manner, both local and international.
· Prepare labels and airway bills for Federal Express and DHL
o Prepare for both local and overseas offices and ensure that Federal Express and/or DHL pouches are prepared every Friday with an appropriate label.
· Check the outgoing mailbox at the end of the day for any letters or packages and ensure they are delivered to the nearest postal box.
· Maintain visitor log that tracks when the exterminator, plant, air conditioning, or light maintenance person comes in.
· Maintain reception area, ensuring that it is always neat and presentable, tidy newspapers and
clear beverages.
Conference Rooms and Meetings Support:
· Schedule conference rooms as needed.
· Set up and clean up conference rooms and stay until last meetings of the day are finished.
· Check status/condition of conference rooms on a daily basis ensuring rooms are ready to receive guests with an adequate supply of glasses, beverages, pens, pencils, and tissues.
· Prepare weekly meeting schedule and distribute to appropriate parties every Friday.
· Maintain daily communication with reception to ensure coverage and tasks are handled in a timely manner.
· Assistance with catering orders for the office, keep track of allergies in the office.
Administrative Support as Needed:
· Provide administrative support to as needed.
· Provide backup support for other receptionist as needed.
· Ad hoc projects or work as they arise.
Travel Bookings for Office:
· Assist with car reservations for office visitors as needed.
· Assist with hotel bookings for visitors.
· Assistance with expense reports.
· Ad hoc requests for guests/employees.
Experience & Skills
Qualifications:
· Bachelor’s degree preferred
· Previous experience in Office management, Reception, or Hospitality
· At least 2 years of experience