Executive Administrative Assistant/Project Coordinator - Phaxis LLC

New York, NY 10016

About the Job

EXECUTIVE ADMINISTRATIVE ASSISTANT/PROJECT COORDINATOR AT TOP ARCHITECTURE & DESIGN FIRM
Base Salary is $70K to $120K (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 Executive Administrative Assistant/Project Coordinator providing support to Partners/Principals and Project Managers as well as facilitate administrative functions throughout the firm. In this role, you will take charge of overseeing visitors, meetings, office logistics in coordination with the Facilities Manager. This is a very Customer Service/White Glove, critical role for the firm.

Working in the firm’s mid-town offices located near Bryant Park, Mon-Fri, 9am-6pm.

QUALIFICATIONS AND SKILLS

Bachelor's Degree or Associate’s Degree required.
At least Five Plus (5+) years of experience in an Administrative Support Role required.
Proficient in Microsoft Office Suite Programs specially Outlook including Heavy Calendaring required.
Skills in MS Office 365, Outlook, Calendaring and Airtable preferred.
Experience in Managing Multiple Priorities, Administrative Coordination, and Logistics.
Experience booking extensive domestic and international travel.
Maintains confidentiality and security of sensitive employee and company information.
Well-organized, detail-oriented, ability to multi-task with great follow-up skills.
Ability to work independently as well in team environments on a regular basis as well as on time sensitive matters.
Ability to read and interpret written information including business documents, contracts, forms, email correspondence and follow instructions.
Ability to prepare reports, correspondence, and memos.
Strong written and verbal communication skills.
Provides prompt and courteous customer service and reliable.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Calendar management, tracking availability while present in the office as well as away on travel.
Coordinate and schedule availability to attend various project team meetings, firm events, performance reviews, and interviews.
Travel and expense reports, coordinate travel arrangements, including but not limited to air and land transportation, lodging, appointment of onsite contact person at destination, book dining reservations and create travel files to accurately account for all trip related itineraries and receipts.
Coordinate with travel agency for best time and cost options.
Process monthly expense reports and credit card reconciliations in a timely manner.
Assist in preparing for firm project and client meetings which may require document scanning, photocopying, editing, and revising documents and/or presentations often with tight deadlines.
Coordinate meeting preparation by scheduling, arranging, and delivering meals and beverages, preparing dial-in numbers, disseminating dial-in information to participants, getting the meeting started, and delivering relevant materials to the meeting.
Client Interface, provide high-end, professional ‘front line’ interface for with clients in person, via email, and on telephone.
Proposals, receive information via print, email, verbal and/or recording and prepare and send proposals for projects headed by the Partners/Principals, Project Managers, and other team members.
Marketing, Interface with internal organization marketing and external marketing consultants, take new business calls, and assist with mailings to various marketing groups.
Timesheets, collect information and input the Partners/Principals weekly timesheets in a timely manner.
Word Processing, prepare various meeting minutes, memos, correspondence, and transmittals.
Special Event Coordination, work with social committee and staff on various office events.
General, provide general administrative support by coordinating workflow, information, project schedules, production, accounting, consultants, clients, and other entities involved in both corporate and project work. Other duties as may be assigned.
Provide Quality Assurance assistance for projects in portfolios including meeting minutes, workplans, PMPs, Subconsultant Contracts, etc.
Help maintain project files for new and ongoing projects by maintaining manual and electronic filing of project documents including filing emails and documents into Newforma.
Maintain contact databases as needed.

JD # 24-04993

Source : Phaxis LLC