Office Assistant

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Our client, a non profit organization, is seeking a Temporary Part Time Office Assistant for their midtown office. This role will begin as soon as they find the right person through June 26^th, with the possibility of an extension if needed by the team. The hours and schedule for this role is Mondays-Thursday from 9:30am-5:30. The role pays up to $30/hr.

Responsibilities:

Office and Reception

• Manage IMHR’s general incoming communications including phone, voicemail, email, and paper mail, which includes responding, directing, and distributing communications in a timely and professional manner, as well as checking, taking, and routing messages
• Serve as the IMHR front desk receptionist, providing excellent service to all who visit while maintaining discretion and confidentiality with high-profile visitors and contacts, including greeting visitors to the office, ensuring guests are comfortable and connected with the appropriate staff, and helping to maintain the reception and office area in suitable condition for visitors and staff alike
• Coordinate office and kitchen supplies, including keeping inventory, placing orders as directed/needed, receiving/restocking, and maintaining general organization and tidiness of storage and display areas
• Assist with service calls and maintenance requests for the office and serve as a liaison with the building’s facilities team as needed and directed
• Coordinate booking and scheduling of conference and other rooms within the IMHR office and in the building’s shared amenities and community spaces
• Proactively identify other office needs and perform other office responsibilities and tasks and needed and assigned

Executive Suite Support

• Provide support to both the CEO’s office (CEO and Executive Assistant) and to the EVP, including personal assistance to the CEO, and for both, scheduling, making travel arrangements, and performing expense approval and reimbursement processes, plus other office support duties as needed and assigned
• Assist with Executive Suite projects and initiatives as needed and assigned

Department and Project Support

• Assist HR and Operations team in organizing office and staff activities, including staff lunches, celebrations, and retreats; new hire and contractor onboarding; and general orientation of office information and procedures
• Administrative support to other departments on projects and tasks as needed and assigned

Who You Are:

• You are a consummate and proactive professional, able to aptly and tactfully interact with a variety of people and anticipate the needs of visitors and staff. You are a strong multitasker able to effectively prioritize competing tasks and pivot when necessary. You have excellent organizational and time-management skills, you are dependable, and you have strong follow-through.
• 2-3+ years of experience in administrative, office, coordinator, and/or executive/personal assistant role(s), preferably in a non-profit organization
• An undergraduate degree in a related field is preferred or an equivalent combination of experience
• Skill and experience with heavy scheduling and travel planning
• Strong attention to detail, thoroughness, and accuracy
• Familiarity with, and ability to use, office equipment, including but not limited to phones, mobile devices and tablets, printers, copiers, basic door access controls, and kitchen appliances
• Proficiency with Google Workspace (including Gmail, Calendar, Drive, Docs, Sheets, Slides) and Microsoft Office (including Word, Excel, Word, PowerPoint), and the ability to learn new programs and skills as needed.

A1457750NY-Temp_1777991726

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