Administrative Assistant/Coordinator - Phaxis LLC : Job Details

ADMINISTRATIVE ASSISTANT/COORDINATOR AT TOP ARCHITECTURE & DESIGN FIRMBase Salary is $70K to $90K (based upon candidate and experience)Great Opportunity Wonderful Company Excellent Benefits *****MUST Have Three Plus (3+) Yrs of Experience in an Admin Support Role in an Office/Professional Setting***** Top NYC-based architecture, design and master planning firm looking for an experienced administrative/clerical/office support professional to join its growing organization as an Administrative Assistant/Coordinator. Your primary role is to assist staff with administrative tasks, support the smooth daily operations of the office, ensure it is well-maintained, and provide organizational support to staff. The ideal candidate will also specialize in delivering exceptional hospitality, ensuring a welcoming and professional environment for all visitors and team members.Working in the firm's mid-town offices located near Bryant Park, Mon-Fri, 9am-6pm.QUALIFICATIONS AND SKILLS

• Bachelor's or Master's Degree required.
• Three Plus (3+) years of Experience in an Administrative Support role in an Office/Professional Setting.
• Proficiency in Microsoft Office Suite Programs (Word, Excel, Outlook, PowerPoint, etc.) is required.
• Familiarity with Adobe Deign Suite is a plus.
• Excellent Verbal and Written Communication skills; and Interpersonal and Customer Service skills.
• Excellent Organizational skills; and Attention to Detail skills.
• Calendar Management/Monitoring skills.
• Travel coordination/management skills.
• Expense report coordination/management/handling skills.
• Possess high level of professionalism, maturity, discretion, and sound judgment.
• Strong analytical and problem-solving skills, Able to prioritize tasks, and Able to function well in a high-paced environment.

DUTIES AND RESPONSBILITIES

• Coordinate and organize staff and client meetings, including arranging catering, managing technology needs, setting up meeting spaces, and ensuring all logistical details are handled smoothly.
• Assist with general office upkeep, including maintaining a tidy and organized environment, and ensuring timely clean-up after meetings and events.
• Help with general maintenance and upkeep of databases and office programs.
• Support the smooth daily operations of the office and provide organizational support to multiple Principals, Project Managers, and Operational Teams.
• Provide support to Principals and Project Managers with financial tasks, including managing expense reports, processing corporate charges, etc.
• Coordinate and book Principal/Project Managers' travel arrangements; arrange flights, hotel, drivers, rental cars, and dinner reservations.
• Maintain Principal/Project Managers' calendar by tracking the availability while in the office and updating when the Principal/Project Manager is expected to be out of the office, coordinate Principal/Project Managers' availability to attend meetings, performance reviews and interviews.
• Stay informed about ongoing activities in the office, anticipate needs, and proactively address any issues to ensure efficient operations.
• Provide back-up coverage for general admin functions including Reception Desk and Administrative Services.

JD # 24-04032