Job description

OFFICE ASSISTANT AT TOP ARCHITECTURE & DESIGN FIRM Base Salary is $70K to $100K (based upon candidate and experience) Great Opportunity - Wonderful Company - Excellent Benefits A very creative architecture, design, and master planning firm is looking for an experienced administrative/ clerical/office support professional to join its growing organization as an Office Assistant. Your primary role is to assist staff with administrative tasks, support the smooth daily operations of the office, ensure it is well-maintained, and provide organizational support to staff. The ideal candidate will also specialize in delivering exceptional hospitality, ensuring a welcoming and professional environment for all visitors and team members. This is a very Customer Service/White Glove focused, critical role for the firm. Working in the firm's mid-town offices located near Bryant Park, Mon-Fri, 9am-6pm. REQUIREMENTS AND SKILLS - Undergraduate or Master's Degree required. - Two Plus (2+) years of Administrative Support experience in a fast-paced environment. - Proficient in Microsoft Office Suite Programs, especially Outlook including Heavy Calendaring required. - Experience in Managing Multiple Priorities, Administrative Coordination, and Logistics. - Experience booking extensive domestic and international travel. - Able to maintain confidentiality and security of sensitive employee and company information. - Well-organized, detail-oriented, ability to multi-task with great follow-up skills. - Able to work independently as well in team environments on a regular basis as well as on time sensitive matters. - Able to read and interpret written information including business documents, contracts, forms, email correspondence and follow instructions. - Able to prepare reports, correspondence, and memos. - Strong written and verbal communication skills. - Able to provide prompt and courteous customer service and reliability. DUTIES AND RESPONSIBILITIES - Coordinate and organize staff and client meetings, including arranging catering, managing technology needs, setting up meeting spaces, and ensuring all logistical details are handled smoothly. - Assist with general office upkeep, including maintaining a tidy and organized environment, and ensuring timely clean-up after meetings and events. - Help with general maintenance and upkeep of databases and office programs. - Support the smooth daily operations of the office and provide organizational support to multiple Principals, Project Managers, and Operational Teams. - Provide support to Principals and Project Managers with financial tasks, including managing expense reports, processing corporate charges, etc. - Coordinate and book Principal/Project Managers' travel arrangements; including flights, hotel, drivers, rental cars and dinner reservations. - Maintain Principal/Project Managers' calendar by tracking the availability while in the office and updating when the Principal/Project Manager is expected to be out of the office, coordinate Principal/Project Managers' availability to attend meetings, performance reviews and interviews. - Stay informed about ongoing activities in the office, anticipate needs, and proactively address any issues to ensure efficient operations. - Provide back-up coverage for general admin functions including Reception Desk and Administrative Services. Company DescriptionA well established and rapidly growing interior design firm

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