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.