Floating Administrative Assistant

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Floating Administrative Assistant

New York, New York

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Full Time Temp to Hire

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$ 85,000 - $ 85,000 per year

New York, New York

Full Time Temp to Hire

$ 85,000 - $ 85,000 per year

July 09, 2024

|

Job ID: A1382158NY-Temp_1720534337

July 09, 2024

Job ID: A1382158NY-Temp_1720534337

Job Summary

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Private Equity firm located in Midtown, Manhattan is seeking a Temporary to Permanent Floater who will provide comprehensive administrative support across various departments within the organization. This role will require 5 days on-site from 8:30-5:30pm with paid OT (the expectations is ~5 hours of OT/week). The Floater will be responsible for handling a variety of tasks and providing assistance wherever needed, ensuring smooth operations and efficiency throughout the company. The ideal candidate will possess exceptional communication skills, a proactive mindset, and a strong work ethic.

Responsibilities:

  • Collaborate with colleagues to ensure smooth operations and provide assistance wherever needed to promote teamwork and efficiency
  • Provide coverage for administrative professionals during their absence due to planned (or unplanned) time off which may include the following tasks:
  • Manage complex calendars, executing the scheduling of various meeting types such as virtual and in-person meetings
  • Coordinate travel arrangements with corporate travel agent, ranging from local to international travel, for team members, ensuring all logistics are organized and efficient
  • Assist with event coordination, data entry, and ad-hoc project support
  • Assist with compiling and print of materials as well as office and facilities support as needed
  • Maintain accurate records and databases, including expense reports; Assist with other's expenses as needed (i.e., requesting receipts and/or utilizing Concur)
  • Serve as a point of contact for internal and external stakeholders, demonstrating professionalism and responsiveness in all communications
  • Serve as a backup for reception duties during times of absence or high volume
  • Responsible for greeting visitors, answering phones and managing incoming/outgoing mail
  • Ensure a professional and welcoming atmosphere in the reception area, providing excellent customer service to clients, guests, and staff
  • Direct visitors to the appropriate personnel or meeting rooms and assist with any inquiries or requests
  • Provide administrative support to two senior advisors

Qualifications:

  • Bachelor's degree preferred, or equivalent combination of education and experience
  • Minimum of 2 years of administrative support experience, preferably in a corporate environment
  • Experience with travel coordination required
  • Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook)
  • Proficient in utilizing technology, including Zoom and conference room systems
  • Strong communication skills, both verbal and written, with the ability to interact professionally with individuals at all levels of the organization
  • Exceptional organizational skills and attention to detail, with the ability to prioritize tasks and manage time effectively in a fast-paced environment
  • Innovative thinker who consistently seeks to improve processes and approaches tasks with creativity and flexibility
  • Ability to work independently and collaboratively as part of a team, with a positive attitude and willingness to learn
  • Flexibility in hours to cover early morning/later day meetings; Required to work in-office Monday through Friday

Compensation/Benefits:

  • Up to 85K base + Paid OT + Discretionary Bonus
  • 100% paid healthcare for employee and dependents
  • Free breakfast and lunch
  • 401K with match
  • 13 PTO days first two years, then increases to 18 PTO days
A1382158NY-Temp_1720534337

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About Beacon Hill

Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

We look forward to working with you.

Beacon Hill. Employing the Future™