Office Coordinator/Executive Assistant
ConfidentialNew York, NY
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Full Time Job
New York Production company is seeking a full-time Office Coordinator/Executive Assistant to manage their New York office and act as Assistant to several high-level Executives. This position is both the face and the voice of the company, being seated at reception and fielding all incoming phone calls. As Executive Assistant, this role will also be responsible for liaising between Executives and network personnel and will have responsibility for Executive calendar management.
Candidates should have an excellent phone and in-person manner, be extremely organized, discreet, polite, and professional. The ideal candidate is comfortable communicating with a wide range of stakeholders, both internal and external and is able to think on their feet.
Although it supports production, this is not a production role and those who are seeking a role in production should not apply as this would be a long-term role in an office function. Relocation is not available for this position.
Responsibilities include, but are not limited to:
-Answers, directs and assists all incoming callers
-Greets all people entering office and directs accordingly
-Communicates office matters/issues to employees as they occur
-Prioritizes and delegates work to Office Intern(s) on a daily basis
-Ensures continuous operation of all office equipment and liaisons with vendors to rectify issues or obtain service when necessary
-Inventories office supplies and orders new and replenishment when necessary
-Maintains clean kitchen area and orders kitchen supplies when necessary
-Liaisons with building representatives on matters as requested by the Director of Operations
-Receives all incoming mail and/or packages and sorts accordingly
-Prepares all outgoing packages via carrier and stamps all outgoing mail
-Manages petty cash, distributing payments and reimbursements
-Reconciles petty cash, expense reports and credit card statements
-Performs accounting functions in Excel and tracks costs related to the office
-Generates purchase orders
-Processes office vendor invoices and distributes incoming checks accordingly
-Sets up new employees with work space, email/network account, building ID, etc.
-Distributes new hire packet to new employees and gives basic information/orientation of office
-Updates informational spreadsheets such as extension list, seating chart and emergency information
-Organizes and assists HR Manager in organizing employee events including holiday party, company picnic, office events, etc.
-Manages booking of conference room
-Orders catering and other items needed for office events and/or meetings
-Assists Director of Operations and other Managers as needed
-Assists with other projects including but not limited to: mailings, making follow up calls, filing, etc.
Executive Assistant Responsibilities:
-Management of Executive schedules to include booking and planning of meetings, calls, personal appointments etc.with network executives using Outlook calendar
-Builds a rapport with other EAs/Coordinators at network who set up meetings and run the calendar for their executives
-Management of Executive schedules to include booking and planning of meetings, calls, personal appointments etc.
-Under guidance from the Executives, ensures optimal scheduling of strategic meetings/events with internal and external stakeholders
-Communication with Executives regarding schedule and coordination of details (travel time, location etc.)
-Addresses and accommodates last-minute changes to executive schedules and itineraries