Administrative Assistant/Floater

About the Role:

The Administrative Assistant / Floater performs a variety of support duties for the New York City LS Power staff and its affiliates. Work performed will include a broad range of responsibilities involving the handling of confidential information. Assistant will exercise considerable initiative, judgment and discretion in completing assignments, perform tasks in a timely manner with great attention to detail, and will communicate messages with great accuracy. Assistant values the urgency of certain duties, always maintains confidentiality and professionalism, anticipates needs and follows up to ensure tasks are completed in a satisfactory manner.

Responsibilities
What you will do:

Provide administrative support functions including:

Provide back-up coverage for the Senior Administrative Assistants and the Receptionistswhen out-of-office
Provide back-up main phone line coverage
Temporarily fill-in for open Admin Services positions during recruiting period and extendedabsences
Support the team of Administrative Professionals with ad hoc projects
Have a significant role in the onboarding process for new employees at the NYC office byleading orientation tours and conducting an introduction to desk tools session
Assist the Office Management Team in ad hoc daily office operations

Reception Coverage:

Provide lunch coverage for the 35th floor AA/Receptionist daily and during their full-day absences, which may include the following responsibilities:
Manage the corporate calendar and set up meeting invitations
Clear guests with building security
Receive and direct visitors to appropriate conference rooms
Make specific arrangements for meetings (such as ordering breakfast and/or lunch, setting up audio-visual equipment when needed, etc.)
Cover the main LS Power phone line, screens calls and transfer to appropriate personnel
Sign for and distribute mail, print stamps and manage the postage account
Send weekly interoffice package to headquarters in New Jersey
Operate a variety of office equipment including copier/printer, postage weight machine and binding machine
Maintain order at all printer stations daily including discarding cover sheets, distributing print jobs
Coordinate building services as needed
Take Inventory and order all office supplies
Coordinate and communicate with the Housekeeper(s) including:
Print daily conference room calendar schedule and verbally communicate updates
Work together on inventory processes to keep supplies stocked
Manage the pantry and meeting set up in Housekeepers’ absence
Prepare routine accounting reports on a weekly and monthly basis
Petty cash report, and monthly debit card statement
Prepare and submit vendor services invoices for approval

Administrative Assistant Coverage may include:

Calendar management and updating Outlook Contacts
Conference call scheduling in all time zones; setting up WebEx for video conferences
Phone call screening
Arrange courier service
Expense report processing
Enter time in Databasics time tracking tool on behalf of clients
Coordinate travel including car service and hotel accommodation
Coordinate database subscription services with the accounting department
Process the payment of invoices with Accounting Department
Basic administrative functions such as using office machines to print, scan, fax and mail packages
Must be well versed in Microsoft Outlook, Word and have strong internet research skills
Assist with preparing documents and gathering signatures
Maintain electronic filing system for the clients
Participate in group coverage with other administrative professionals
Purchase gifts on behalf of the company

Qualifications
We want you on our team because you…

Have a Bachelor’s degree and at least 2 years of experience managing a reception desk
Are an independent, organized individual with great attention to detail
Are extremely reliable and have positive attitude
Are approachable and responsive to all employee requests
Possess the ability to prioritize a variety of challenges and responsibilities
Communicate effectively both orally and in writing
Are flexible and exhibit excellent interpersonal skills
Possess the ability to work well with all levels of management as well as outside guests
Possess the ability to follow written/verbal instructions
Exhibit good judgment
Work well both independently and in a team
Can focus in fast-paced open area
have strong computer and research skills

Programs used:

Microsoft: Outlook, Word, Excel, PowerPoint, SharePoint
Adobe Acrobat
Concur Expenses
Databasics Time and Expense Software