Job Title: Executive Administrative Assistant & Office Manager
Location: NYC Office
Reports to: Partner
Executive Administrative Assistant responsibilities include:
- Acting as the administrative point of contact between the executives and internal/external clients.
- Undertaking the tasks of receiving calls, taking messages and routing correspondence.
- Handling executives’ requests and queries appropriately.
- Office Manager (NYC Office).
- Some HR responsibilities.
Job brief:
We are looking to fill a full-time position with a competent Executive Administrative Assistant to provide personalized secretarial and administrative support in a well-organized and timely manner to the COO and Company Ownership (Executive Team). You will work on a one-to-one basis on a variety of tasks related to executive teams working life and communication. This person will also act as the Office Manager for the NYC office as well as have some HR responsibilities until such time that a full-time HR manager is employed.
Responsibilities:
- Act as the point of contact between the executives and internal/external clients.
- Undertake the tasks of receiving calls, taking messages and routing correspondence.
- Handle requests and queries appropriately.
- Maintain calendar, arrange meetings and appointments, and provide reminders.
- Make travel arrangements, both corporate and personal at times.
- Take minutes and accurately enter data.
- Monitor office supplies and research advantageous deals or suppliers.
- Ensure proper preventative maintenance and repair services are provided for office equipment such as plotters, printers, scanners, phone system, etc.
- Manage accounts with vendors such as FedEx, UPS, Staples, messenger service, blueprint service, etc.
- Produce reports, presentations and briefs utilizing such software as Excell, Powerpoint, Word, Lucid Chart, etc.
- Assist in compiling executive reports in preparation for monthly project meetings.
- Conduct research as may be requested by the executive team.
- Develop and carry out an efficient documentation and filing system.
- Daily Schedule & Attendance email to the Executive Team.
- Send two-week look ahead email to employees as to who will be out of the office on a weekly basis.
- Send monthly email to Project Superintendents to document their accumulated comp time.
- Keep violations log up to date while following up with consultants on status of outstanding violations.
- Keep insurance claims tracking sheet up to date while providing necessary information to insurance companies and attorneys. With timely reminders to responsible party for responding to inquiries.
- Monitor and order office supplies as needed.
- Ensure technology in the office is properly functioning:
- Telephone system functioning properly.
- Adds, move and changes.
- Ensure back-ups of data are occurring on a regular basis.
- Ensure copy, printer, scanner supplies are sufficient, and reserves are on hand at all times.
- Ensure copiers, printers and scanners are functioning properly and facilitate repairs and or preventative maintenance as needed.
- Ensure that all new hires are trained with available office equipment: (create written instructions for each means of technology and distribute to all new hires)
- Phone system and phone etiquette.
- Printer, copier and scanner access and functionality.
- Add new employees to scanner and plotter quick scan keypad.
· Keep phone lists updated on a regular basis and distribute them to all staff.
· Update and amend contact list for Executive Team and all new contacts as directed by Executive Team.
· Create, modify, and maintain written onboarding and termination processes and procedures for review by the COO and prepare all necessary forms and documents with instructions for each form and document.
· Coordinate New Hire and Employee Termination process and ensure all paperwork is presented, executed, filed in a timely basis to the employee files.
o Meet employees on first day of employment and obtain all necessary documentation.
o Ensure the on-boarding schedule is created and followed by all new hires.
o Notify new employees on their eligibility dates for employee benefits such as medical insurance, 401K, etc.
o Ensure that exit interviews are conducted within one week of employee departure and that exit interview is forwarded to the COO and is placed in employee file.
o Order business cards for new employees when the offer letter is accepted by the prospective employee.
o Consult with COO about technology needed for each new employee and obtain necessary technology:
· Cellular phone.
· iPad or Surface.
· PC or Mac.
· Special Software.
o Forward technology onboarding sheet to IT provider listing email address, software and hardware requirements, files and directories that can be accessed by the employee and any special requirements or instructions.
· Ensure that break area supplies are enough for the needs of the office.
o Maintain enough levels of snacks, bottled water, coffee, tea, plates, cutlery, etc. and replenish as needed.
· Maintain sufficient quantities of bathroom supplies.
· Arrange for food and drinks for staff, client, and executive meetings.
· Greet visitors to office with offer of water, coffee, tea. Hang up coats, offer the use of the bathroom, etc. After guests leave, clean up conference room, turn off television, re-arrange chairs, clear dry-erase board.
· Arrange for maintenance and cleaning of all areas of the office and ensure that all areas are clean, clutter free, organized, in proper working order and are maintained on a regular basis.
· Ensure conference room supplies are always on hand:
o Bottled water & coasters.
o Pens & Pencils.
o Pads & Trace paper.
o Engineering & Architecture scales.
o Dry erase pens and erasers are functioning.
o JCT marketing presentation book.
o The conference room phone is functioning and written (laminated) instructions are close at hand.
o Provide WIFI access point password sign (laminated) for guests clearly posted in the conference room.
· Assist Executive Team in organizing, arranging, implementing company events such as holidays, after hours get togethers, year-end events, etc.
o Consult Executive Team on timing of events and selecting dates.
o Source locations & obtain pricing for events.
o Create guest lists, create & distribute invitations.
o Assist in setting up and breaking down events.
o Ensure photographs are taken at the event for upload to JCT website.
· Keep track of employee birthdays and remind executive team a week in advance and a day in advance to allow executive team to determine course of action to take, whether a phone call, a lunch, or drinks/dinner after work.
· Keep JCT marketing presentation book updated:
o Ensure that profiles are added as employees are hired by obtaining bios from all new hires.
o Ensure that all bios are consistent in terms of layout, font, voice, and format.
o Arrange for photographs of all new hires to be taken and added to online employee directory.
· Arrange for professional photos of all completed projects to be posted on the JCT website at the completion of the project.
· Produce a new annual holiday calendar for the New Year during the first week of January and distribute to all JCT staff.
· Order new wall calendars (for following year) during month of November to be hung through office areas adjacent to current year calendars.
· Ensure clocks in conference rooms are accurate and properly functioning.
· Ensure televisions in conference rooms are ready to cast from other devices.
· Coordinate schedules for conference rooms to ensure there are no scheduling conflicts.
· Drop outgoing mail in mailboxes or at FedEx daily as may be required.
· Provide weekly staff meeting agenda and populate with new information such as upcoming events, new hires, new hire, upcoming vacations, absences, company events, benefits milestones and obtain Priority list (from COO) to add to agenda on business day prior to staff meeting. Add status reports for each project to weekly agenda.
· Compile expense report monthly for the Executive Team.
· Assist Executive Team in completing tasks, achieving goals, providing reminders, completing forms and handling matters and/or projects delegated to this employee by the Executive Team.
· Arrange schedule for the Executive Team including coordinating meetings, conference calls, go to meetings, etc. by inputting, adjusting, and deleting such events as they change and ensure that all relevant content is available in the event appointment on the Executive Team’s calendars.
Requirements:
- Proven experience as an Executive Administrative Assistant, Senior Executive Assistant or in other Administrative position.
- Previous Office Manager experience
- Some HR experience preferred.
- Full comprehension of office management systems and procedures.
- Excellent knowledge of MS Office Suite of products.
- Proficiency in both written and spoken English.
- Exemplary planning and time management skills.
- Up to date with advancements in office gadgets and applications.
- Ability to multitask and prioritize daily workload.
- High level verbal and written communications skills.
- Discretion and confidentiality.
Salary:
$54,000.00 to $70,000.00 depending on Experience and Qualifications.
Job Type: Full-time
Pay: $54,000.00 - $70,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
Ability to Relocate:
- New York, NY 10019: Relocate before starting work (Required)
Work Location: In person