Administrative Assistant at Beacon Hill Staffing Group, LLC
New York, NY
About the Job
Our client, a non-profit located in Midtown, Manhattan, is seeking to hire a Temporary Administrative Assistant to cover a 3-month leave. You will be supporting a Senior Manager and their direct reports (total of four people). This position is hybrid and will start ASAP. Hours are 9:00am - 5:00pm with a one-hour lunch.
Responsibilities:
- Provide senior managers with timely, proactive, high-quality administrative support, such as:
- Managing complex calendars, scheduling internal and external appointments, meetings and calls.
- Making travel plans, reservations and arrangements.
- Sorting and prioritizing mail, taking phone messages, returning calls, and responding to email.
- Preparing monthly expense reports and administrative check requests; processing expense/check requests for consultants, vendors and others.
- Drafting, editing and proofreading contracts, presentations, correspondence and other materials in Microsoft Outlook, Word, Excel, and PowerPoint.
- Provide general administrative support, including copying, filing, record keeping, and back-up coverage for other assistants.
- Support research, data management and reporting needs. This includes database queries, contact management, metrics tracking, maintaining a pipeline of prospective investees, and transcribing notes from meetings.
- Support internal and external meetings and events which may include: scheduling; engaging with investees, consultants, and vendors as needed; managing onsite or offsite conference room reservations, catering, meeting materials, and audio-visual requirements; ensure video/conference call lines are reserved, helping to set up and reposition furniture. Provide similar support for larger off-site events as needed.
- Support the production and conveyance of materials for internal and external meetings, including preparing agendas, drafting and revising documents, compiling materials into PDF format and creating hard-copy binders for distribution.
- Train new and temporary assistants in procedures and culture.
- Take on short- and long-term administrative projects as directed.
- Welcome and direct guests.
- Accept deliveries.
Qualifications:
- Aligned with values including a commitment to racial equity, diversity and inclusion.
- Undergraduate degree (or equivalent experience) plus at least 3 years, relevant professional experience.
- Perspective from direct experience living or working in communities with significant low income or otherwise disenfranchised peoples desirable.
- A quick study with excellent administrative and organizational skills, including attention to detail and ability to manage and prioritize multiple tasks, meet deadlines, and work independently as well as with a team.
- A helpful thought partner able to integrate work across multiple areas, suggest process improvements, and take charge of assigned activities.
- Sound judgment, including the ability to use and show discretion, make sometimes difficult decisions independently and effectively problem solve.
- Excellent communications skills, including writing, proofreading, presenting in group settings, and communicating effectively in person, electronically or by phone.
- Outstanding interpersonal skills with a professional and genial demeanor, and the ability to work with people with different backgrounds and experiences.
- Strong computer skills, including the ability to learn new software quickly, and experience with the following or similar tools:
- Microsoft Word, Excel, and PowerPoint; experience with merges, tables, track changes and document review, document formatting and layout;
- Microsoft Outlook, including calendars, meeting scheduling and invites, distribution groups;
- Adobe Acrobat or other PDF writer; data management software, such as Microsoft Dynamics CRM; Microsoft SharePoint; Asana; internet research; and experience integrating various technology tools.
- Little to no travel required.
Rate:
- 36/hr - 41/hr
Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.
If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/
Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.
Company Profile:
Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.
Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.
Learn more about Beacon Hill Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.beaconhillstaffing.com.
We look forward to working with you.
Beacon Hill. Employing the Future (TM)
Salary
36 - 41 /hour