Executive Administrative Assistant

We are looking to fill a full-time position with a competent Executive Administrative Assistant to provide personalized secretarial and administrative support in a well-organized and timely manner to the COO and Company Ownership (Executive Team).

You will work on a one-to-one basis on a variety of tasks related to executive teams working life and communication. This person will also act as the Office Manager for the NYC office as well as have some HR responsibilities until such time that a full-time HR manager is employed.

Responsibilities :

• Act as the point of contact between the executives and internal / external clients.
• Undertake the tasks of receiving calls, taking messages and routing correspondence.
• Handle requests and queries appropriately.
• Maintain calendar, arrange meetings and appointments, and provide reminders.
• Make travel arrangements, both corporate and personal at times.
• Take minutes and accurately enter data.
• Monitor office supplies and research advantageous deals or suppliers.
• Ensure proper preventative maintenance and repair services are provided for office equipment such as plotters, printers, scanners, phone system, etc.
• Manage accounts with vendors such as FedEx, UPS, Staples, messenger service, blueprint service, etc.
• Produce reports, presentations and briefs utilizing such software as Excell, Powerpoint, Word, Lucid Chart, etc.
• Assist in compiling executive reports in preparation for monthly project meetings.
• Conduct research as may be requested by the executive team.
• Develop and carry out an efficient documentation and filing system.
• Daily Schedule & Attendance email to the Executive Team.
• Send two-week look ahead email to employees as to who will be out of the office on a weekly basis.
• Send monthly email to Project Superintendents to document their accumulated comp time.
• Keep violations log up to date while following up with consultants on status of outstanding violations.
• Keep insurance claims tracking sheet up to date while providing necessary information to insurance companies and attorneys.

With timely reminders to responsible party for responding to inquiries.

• Monitor and order office supplies as needed.
• Ensure technology in the office is properly functioning :
• Telephone system functioning properly.
• Adds, move and changes.
• Ensure back-ups of data are occurring on a regular basis.
• Ensure copy, printer, scanner supplies are sufficient, and reserves are on hand at all times.
• Ensure copiers, printers and scanners are functioning properly and facilitate repairs and or preventative maintenance as needed.
• Ensure that all new hires are trained with available office equipment : (create written instructions for each means of technology and distribute to all new hires)
• Phone system and phone etiquette.
• Printer, copier and scanner access and functionality.
• Add new employees to scanner and plotter quick scan keypad.
16 days ago