Overview
Office Assistant Jobs in New York, NY at PEAR Core Solutions, Inc.
Title: Office Assistant
Company: PEAR Core Solutions, Inc.
Location: New York, NY
POSITION SUMMARY:Our client, Grant, Herrmann, Schwartz, & Klinger (GHSK) is looking for an experienced Office Assistant. The Office Assistant provides general administrative and office support to all team members, as well as directly supporting the Office Manager and Partners, including (but not limited to) calendar management, correspondence, document creation and editing, as well as special projects as needed. Additionally, this role provides support to the Legal Support Team through executing various legal support tasks as needed.
ESSENTIAL FUNCTIONS:General Office Support
Provide administrative support and assistance to Office Manager and firm’s partners;
Assist with the management of day-to-day operations of the office;
Coordinate printing and shipping of materials, format/copy/distribute materials as needed
Maintaining inventory of needed supplies and purchasing as needed (in coordination with Office Manager)
Help maintain physical office environment (for example, keeping kitchen area and conference rooms neat and organized, caring for plants)
Perform ad hoc duties for members of the team, as necessary;
Check/Bill Processing
Collecting billing information as needed to print checks
f paper check needed: Process and print checks, scan and electronically file prior to sending, mail checks.
if online payment needed: Process online bill payment through bank or directly on payee website.
Banking
Deposit incoming checks at local branches of banks.
Processing Incoming Mail
Receive and sign for mail and packages, distribute to employees.
Scanning mail, distributing to recipients.
Guest Support
Welcome guests warmly and offer assistance (for example, hanging up coats, drinks). Communicate with employee that visitor has arrived.
Phone Support
Ensure phone is covered at all times, coordinating coverage with Legal Assistant.
Manage incoming telephone calls, including:
Ensuring callers are spoken to warmly and receive a high level of customer service.
Determining necessary information prior to transferring call (for example, caller name, company, reason for call).
Transferring call, ensuring employee is available and able to take the call first.
Taking messages, if caller does not want to leave a voicemail; sending email or providing note to employee with message.
Meeting Support
Schedule meetings, coordinate logistics and prepare agendas and itineraries.
Arrange conference room scheduling, ensuring no double-bookings
Proactively determine and fulfill needs for meetings, such as food and beverage, technology, flip-charts or other materials.
Manage calendars, travel, appointments, and create travel itineraries as needed.
Partner Calendar & Meeting Management
Manage calendars, travel, appointments, and create travel itineraries as needed.
Schedule meetings, coordinate logistics and prepare agendas and itineraries.
Create meeting prep materials.
Attend meetings, and take clear and concise minutes, keeping accurate meeting records.
Proactively manage minute to minute and hour to hour day for Partner, ensuring meetings start and end on time.
Legal Support
Support the Legal Support Team as needed, for example:
Preparing court statements and forms
Dictating Lawyers’ audio files and written notes
Collecting and delivering documents
Managing diaries and making travel arrangements for one or more Lawyers
Supporting legal research and communicati…
