Administrator, Office - Corporate New York

Full-time - Entry Level

New York, NY

Real Estate

About the position

This position is primarily responsible for providing support in an administrative capacity for the New York Office, the CEO's Executive Assistant and other C-level executive(s) as needed. This position must possess excellent organizational, verbal and written communication skills, ability to work well with all levels of management, capable of prioritizing and completing multiple assignments with accuracy and attention to detail with minimal supervision under tight deadlines. Must also possess professional appearance, as well as, have the ability to handle sensitive and confidential information in a professional manner.

Responsibilities

• Perform administrative support for the New York Office and the CEO's Executive Assistant, in addition to performing more advanced and complex or general office tasks.
• Greet and direct all incoming calls and visitors.
• Interact with visitors or peers of supervisor, as well as all levels of management internally or externally.
• Effectively communicate supervisor's instructions or desires to various individuals.
• Furnish and obtain information from other high-level individuals, management or positions via telephone, correspondence, e-mail or in-person.
• Maintain and monitor Outlook e-mails to ensure meeting, conference calls, appointments, reminders and requests are responded to and recorded accurately.
• Manage or assist with correspondence, filing, faxes, e-mails, voice messages, mail, duplications, binding, etc.
• Coordinate all meetings and/or appointments.
• Schedule and coordinate all travel.
• Handle multiple and complex projects, reports, and data simultaneously using discretion and decision-making abilities.
• Work as part of a team as well as independently with minimal supervision.
• Operate a range of office machines such as photocopiers, computers, facsimile machines, binding machines, etc.
• Perform other related administrative duties.
• Handle personal requests.
• Answer telephones and assist employees and customers.
• Fill in for NY Administrative staff as needed.
• Update internal directory with new employee or contractor information as needed.
• Accept all deliveries and mail and coordinate outgoing mail and overnight packages.
• Maintain copy/work rooms and order office supplies.
• Coordinate outside vendors (paper delivery, supplies, sundries).
• Log all conference room requests in database.

Requirements

• Must have five plus years of progressive administrative experience, preferably in a fast-paced environment and capacity.
• Must be willing to work in office each workday. This is not a remote or hybrid position.
• Bachelor's degree highly preferred.
• Must have a high degree of accuracy and attention to detail.
• Must possess excellent organizational, verbal and written communication and interpersonal skills, plus possess exemplary writing, language, grammar and proofreading skills.
• Must be able to work in a fast-paced environment.
• Able to exhibit a high level of confidentiality.
• Ability to prioritize, coordinate, multi-task, and demonstrate initiative.
• Must possess software skills including proficiency in Windows, MS Office, Excel, PowerPoint. Lotus Notes experience is a plus.
• Must be able to type at least 60 wpm.
• Possess professional appearance.