Executive Assistant Office Manager

The New York City office of a global real estate investment trust is seeking an Office Manager/Receptionist who is has a proactive mindset and is able to anticipate business needs. The right candidate will be a team player with a great attitude and a few years of administrative experience supporting executives. This is a fully in office position and the hours are 9-6.

Job Duties and Responsibilities:

• Manage (2) executives' schedules and coordinate travel;
• Assist in notarizing, preparing and sending documents via FedEx on an as needed basis;
• Organize office events both within and outside the office, such as birthday celebrations, team- building exercises, and holiday gatherings;
• Encourage office participation in fundraising initiatives;
• Welcome visitors and direct them appropriately;
• Answer, screen and forward any incoming phone calls while providing basic information when needed;
• Prepare expense reports, schedule internal/external meetings;
• Document preparation;
• Inventory management (including stocking the kitchen and supply room daily);
• Maintain security by following procedures and controlling access;
• Manage and update conference room reservations within Outlook;
• Receive and sort daily mail/deliveries/couriers; ensure all packages are delivered to appropriate party;
• Monitor and manage multiple daily deliveries including lunch;
• Manage work orders with building management company for repairs as needed;
• Ensure reception area is maintained in an orderly fashion;
• Assist with other ad-hoc projects.

Desired Skills and Experience:

• College degree preferred;
• 3-5 years of relevant administrative experience;
• Experience coordinating travel arrangements and managing schedules for executives;
• Must be able to handle confidential information with the appropriate level of discretion;
• Willing to obtain thier NY Notary license;
• Strong computer skills - Proficiency in Microsoft Office (Outlook, Word, Excel and PowerPoint);
• Solutions and client-service oriented with a strong focus on delivering exceptional customer service;
• Must possess a team focused attitude with a demonstrated ability to work collaboratively with others;
• Hands-on problem solver with a no task is too small mentality.