ADMINISTRATIVE ASSISTANT – New York City

OutSnapped is a Brooklyn-based experiential photography agency that produces immersive experiences for and in collaboration with many notable brands. We invite private and corporate event guests to take and share out-of-the-box selfies, whether assisted by a professional from our team or through our intuitive, self-guided software platform.

About the Position:
OutSnapped is searching for a highly-organized, self-motivated person to join our team in the role of Administrative Assistant. As an Administrative Assistant, you’ll be our secret sauce — ensuring the magic is in the right place at the right time, every time.  You’ll bring our photo experiences to life and help our team shine, by taking the everyday hurdles off their shoulders — from conceptual development all the way through live events. You’ll be working directly with OutSnapped’s founder and will also support the event teams.

About You:
You’re a leader by nature, you thrive in a fast-paced environment and are excited to build a company culture from the ground up — building the path to our (and your) success for years to come.

You have a passion for people, inclusivity and the workplace. You’re hard working, diligent, meticulous, responsive, dedicated, and work well with different personality types. You excel at organization, management of multiple peoples’ time and expectations, and have a self-starter (go getter) attitude, getting things done before others recognize the need. You’re able to manage shifting winds and rapid swings in business needs. You have a positive, pleasant and can-do attitude with a great sense of humor!

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Roles & Responsibilities:

• Continuously improve administrative systems, studio productivity and processes for efficiencies, and keep procedures up-to-date and well-documented, ensuring they are communicated proactively to full-time staff, contractors and a wider audience of key stakeholders throughout the company.
• Greet office visitors and point them in the right direction, answer inquiries, and create a welcoming environment
• Develop, organize and maintain contact lists, files, databases and studio inventory in a confidential manner
• Write letters and emails on behalf of other office staff and draft sales & customer service emails to potential and existing partners and clients
• Plan and organize quarterly company events, anniversaries and birthdays.
• Research and build potential client lists
• Writing marketing-related copy for internal and external use
• Onboard and offboard employees, contractors, and vendors and ensure all programs, management, and employee actions are in compliance with employment laws and applicable regulations.
• Build and maintain an ecosystem of team camaraderie by setting the standard and planning team bonding initiatives, rewards programs, feedback systems, and other helpful resources.
• Screen phone calls, redirect calls, and take messages
• Schedule appointments, meetings, conference calls, rooms, taxis, couriers, hotels and reservations as needed
• Receive deliveries; sort and distribute incoming mail
• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Coordinate staff travel arrangements including transportation and accommodations
• Provide information by answering questions and requests
• Take dictation and meeting notes
• Cover the reception desk when required
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
• Get things done and be extremely organized without being asked. Be on top of things.
• Must have keen attention to detail at all times. (especially for scheduling and doing emails)

Qualifications for Administrative Assistant:

• No task is too great or small for you to tackle.You operate with a ‘solution-driven’ mentality, coming to the table with suggestions and proactively finding opportunities to get around roadblocks.
• You are both open to receiving and enjoy giving constructive feedback. 
• High emotional IQ and interpersonal skills – you enjoy collaborating, influencing and communicating with employees, advisors, customers, and vendors at all levels.
• Attention to detail and a high level of accuracy and confidentiality
• Excellent time management skills and ability to multitask and prioritize work
• A passion for people, inclusivity, and the workplace.
• Ability to work both independently and as a team player
• Interested in pursuing growth opportunities within the company by setting and achieving milestones
• Is comfortable routinely shifting demands, dealing with ambiguity, and willingness to jump in and help with areas outside of their wheelhouse
• Ability to regularly work on repetitive tasks as well as identify opportunities to increase daily operating efficiency
• 2-3 years of clerical, secretarial, data-entry or office experience
• High school diploma or general education degree (GED) required. associate’s degree in Business Administration preferred.
• Proficient computer skills, including CRMs, Microsoft Office & Google’s Business G Suite, Dropbox, etc
• Strong verbal and written communication skills
• Working knowledge of general office equipment
• (PREFERRED BUT NOT REQUIRED) Has a valid drivers license and car

How to Apply:
Send a PDF resume & writing samples to WorkWithUs @ OutSnapped.com with a brief email outlining your interest and relevant experience with the subject line “Admin Assistant + [NYC]” in the subject line.

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