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Admin Assistant

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Our Media/ Advertising client is looking for an organized, professional and outgoing Executive Assistant/Office Manager to handle administrative duties for our bustling New York City headquarters. We're looking for someone who has a great attitude, is a problem solver, and loves working in a fast-paced, fun environment. They should always be on the lookout for better ways of doing things in a large office.

Responsibilities include, but are not limited to:

Day-to-day/minute-to-minute schedule management
Scheduling (e.g., meetings, calls, press, events)
Daily office guest greets/escorts
Calendar ownership (e.g., formatting, streamlining, protecting, clean-up)
Meeting prep (e.g, note transcribing, presentation formatting, deck assembly)
Travel Coordination (domestic/international flights and hotels)
Corporate expenses (domestic/international)
Restaurant reservations (business/some personal)
Field phone calls
Contact database management
Office supply orders/inventory/organization
Facilities/IT interface, as needed
Periodic assistance in straightening up the office
Minimal personal tasks, as needed
 Support the Executive Leaders in the day-to-day running of the office, including administrative support, organizing events, and helping with special projects.
 Managing invoicing and paperwork for editorial leadership team
 Upkeep work environment to remain inline with HuffPost culture
o Managing kitchen and snack
o Always thinking of ideas of ideas to improve office space and how its functioning
o Oversee special projects and events
 Develop in-depth knowledge of company operations, policies, and procedures.
 Performs various administrative duties for the entire staff.
 Can be asked to handle projects or duties that can be highly confidential in nature.
 Always thinking ahead and plans in advance.
 Schedules and coordinates meetings, conferences, and travel.
 Makes high-level relationships inside and outside the company.
 Uses technology and common sense to make things run more quickly, painlessly and smoothly.
 Draft emails on behalf of executives.
 Conduct primary and secondary research.
 Liaise with other departments in the company, such as Bldg. Mgmt. Space Planning, HR, Facilities, Concur, Accounts Payable, IT, Legal, AOL, Security etc.
 Manage out of office calendar for staff.
 Proficient in Google Apps, Microsoft Word, PowerPoint and Excel

Qualifications

 Accredited Bachelor’s Degree or equivalent work experience in a similar business environment.
 3 - 5 years’ experience in office administration or related field.
 Strict attention to detail and high level of accuracy.
 Ability to prioritize and focus on multiple tasks in a fast-paced environment.
 Excellent customer service skills.
 Ability to solve problems expeditiously, while always maintaining a calm and professional demeanor.
 Effective verbal and listening communication skills.
 Proficient in Microsoft Office applications (e.g. PowerPoint, Excel, Word, Outlook, and internet).
 Event set-up and participation which may occur after normal business hours.

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