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Administrative Assistant NYC

Jack(Submit date: Aug 9, 2011     Last update date: Aug 9, 2011)
Category:Job offers (small & medium businesses)
August 2011
Midtown Manhattan
Greet visitors and direct any questions to the appropriate person
Answer multi-line telephone, take accurate messages, and screen/direct telephone calls to appropriate person
Respond to any inquiries by telephone, mail, and email or refer client to the appropriate person
Process incoming/outgoing mail and facsimile as well as sorting and distributing to appropriate person
Plan and coordinate luncheons (keep calendar for all meetings held in the conference room)
Schedule meetings, set appointments and take care of meeting details
Prepare and edit meeting agendas, minutes and memos as requested
Provide administrative support to Project Managers and all staff as needed
Print & scan documents for staff as needed on a daily basis
Maintain and update project directories as needed
Maintain and update company contacts list in Outlook
In charge of updating and inputting of new project codes into Ricoh copier system, and distributing current project list to staff

Check voicemail and maintain phone log throughout the day (call or email with any urgent messages)
Check email, file important attachments electronically
Provide executive level support to President
Manage all contract verification, execution, and compliance for proposals submitted to potential clients

Office Management
Manage most aspects of day-to-day office functions
Ensure a neat and orderly office environment
Manage hard copy and electronic files and records
Monitor all office supply inventory and order additional supplies as needed
Maintain the efficient operation of all office equipment by performing minor service duties and arranging for routine and necessary maintenance as needed
Act as a liaison between all staff and IT (in charge of opening and scheduling of all tickets)
Primary computer backup tape management, including purchasing new tapes, labeling tapes, changing tapes according to tape rotation schedule, and storing tapes in secure place

Accounting Functions
Receive, date stamps and distribute all project related invoices daily to accountant
Collect all vendor related invoices for project reimbursables and give to bookkeeper (date, stamp and make copies -- give original to bookkeeper and hold copy files for end of month processing)
Process monthly expense reports reflecting reimbursables and project code indexes - calculate total of billables & print copy totals and record into Current Billables spreadsheet, make 2 sets of copies and give to bookkeeper to attach to her monthly invoices)
Payments received -- upon receiving check payment, date-stamp check, make copy for bookkeeper and record amount and date of check in the Project Invoices Log
Prepare, complete and submit expense reports for project managers
Responsible for maintaining petty cash drawer and distribution of petty cash to staff as needed


At least 3 years experience in an office/professional setting
Computer and internet savvy
Proficient in Word, Outlook and Excel with the ability to learn new systems quickly
Self-motivated, detail oriented and able to multi-task
Professional attitude and appearance
Have strong organizational and communication skills
Experience with filing, faxing and using copier
College degree preferred

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