Administrative Assistant/Floater

What you will do: Provide administrative support functions including: Provide back-up coverage for the Senior Administrative Assistants and the Receptionists when out-of-office Provide back-up main phone line coverage Temporarily fill-in for open Admin Services positions during recruiting period and extended absences 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 by leading 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 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 Web Ex 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, Power Point, Share Point Adobe Acrobat Concur Expenses Databasics Time and Expense Software