Entry Level Administrative Assistant

We are currently recruiting for an Entry Level Administrative Assistant in Manhattan (SoHo).

**Please note this role will be a Hybrid 3 days in-office/2 days remote role.

The Administrative Assistant will fill a critical role ensuring efficient operations across the office. This role reports directly to the Chief of Staff. It will support an Operations Manager and Executive Assistant.

Responsibilities

• Complete in-person errands and projects throughout the NYC area
• Greet, interact and host visitors
• Maintain paper and online filing records and define procedures for their retention, protection, retrieval, transfer and disposal
• Plan space allocations, layouts, and moves as required; arrange for and supervise building maintenance
• Provide communications support for the Founder/Owner including writing, editing, and proofreading
• Coordinate meeting logistics, develop agenda and meeting materials
• Property Management support - Manage houses locally and internationally, including house managers, vendors, invoices, renovations, improvements, etc.
• Record, transcribe, and distribute notes/minutes of meetings
• Perform general executive assistant duties to support Founder/Owner
• Assist with travel arrangements and ongoing support for upcoming and in-progress trips
• Travel may be required as needed, but will not be a significant part of the job
• Manage storage units, including spreadsheets, invoicing, moving contents, etc.
• Organize & support bi-weekly invoice cycle as well as the tracking and filing of receipts and payment confirmations
• Provide general administrative support to the team:
• Assist in arranging meetings and conference calls
• Manage deliveries and mail
• Provide other daily support to staff as needed
• Maintain executive memberships, renewals, and registrations
• Order additional supplies as needed and ensure costs are appropriately managed
• Perform general office/facilities management duties including but not limited to:
• Maintain office facilities and equipment by assisting with procurement and routine maintenance and upkeep
• Assist with various personal research for the founder’s homes, office, life, etc.
• Manage the inventory of office supplies

Requirements:

• Juggle multiple tasks at once
• Exercise sound judgment in ambiguous situations
• This role requires frequent in-person meetings and must be based in New York
• Excellent written and verbal communication skills
• Quickly switch gears, but still see that the original task is completed in a timely manner
• Respond to and resolve unexpected issues
• High level of discretion and ability to handle sensitive and confidential information
• Ability to represent executives and related businesses in a positive and professional light
• Strong attention to detail