Administrative Assistant

Job Posting: Administrative Assistant

Location: Long Island

A dynamic and renowned architectural firm is seeking an enthusiastic and organized Administrative Assistant to join our team. As an integral part of our firm, you will play a pivotal role in ensuring the smooth operation of our office and supporting our Principal in various administrative tasks. If you are a proactive and detail-oriented individual with excellent communication skills, we invite you to apply and become a vital member of our team.

Responsibilities:

• Greet clients, vendors, and guests with a warm and professional demeanor, creating a positive first impression of our firm.
• Answer incoming calls courteously and direct them to the appropriate person or department.
• Facilitate outgoing calls for our Principal as required, maintaining effective communication channels.
• Prepare and organize job proposals, ensuring accuracy and adherence to company guidelines.
• Assign job numbers accurately to maintain a streamlined project tracking process.
• Arrange travel itineraries and accommodations for our Principal, ensuring efficient and comfortable travel arrangements.
• Coordinate Lunch & Learn presentations for our staff, managing schedules and logistics effectively.
• Manage office supply inventory and place orders as needed to maintain a well-equipped workplace.
• Compile and maintain a monthly project list to assist in tracking ongoing and upcoming projects.
• Prepare a daily list of Principal's meetings and work with the driver to coordinate the schedule seamlessly.
• Monitor and manage petty cash, including monthly reconciliation and record-keeping.
• Support the Controller in billing-related tasks, ensuring accurate and timely processing.
• Assist in coordinating the Principal's schedule, including making dinner reservations as necessary.
• Assemble project portfolios and provide assistance to the marketing staff when required.
• Take charge of new employee onboarding procedures to ensure a smooth integration into the team.
• Maintain an updated office contact database for efficient communication management.
• Manage the marketing contact database to support marketing initiatives and outreach.
• Keep track of and update the professional credentials of both the Principal and staff.
• Monitor and manage printing usage to optimize resources and reduce waste.

Qualifications:

• High school diploma or equivalent; additional relevant education is a plus.
• Previous administrative or office management experience is preferred.
• Exceptional organizational skills with strong attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Strong interpersonal skills and a welcoming attitude.
• Demonstrated problem-solving abilities and proactive thinking.
• Experience in maintaining databases is advantageous.
• Familiarity with billing procedures and financial reconciliation is a plus.
• Tech-savvy and adaptable to new software and tools.

Application Instructions:

If you are a motivated and dependable individual who thrives in a collaborative environment, we encourage you to apply by sending your resume and a cover letter detailing your relevant experience to [email address]. Please include "Administrative Assistant Application" in the subject line. We look forward to reviewing your application and potentially welcoming you to join our team.

Job Type: Full-time

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Administrative Assistant: 1 year (Required)

Ability to Relocate:

• Greenvale, NY: Relocate before starting work (Required)

Work Location: In person