Administrative Assistant II

Description

BASIC FUNCTION: Primary responsibility to provide administrative support to the Vice Presidents and assist, when necessary, other members of the Office Services and Security management staff comprised of twelve separate and distinct departments.  Responsibilities include managing heavy incoming and outgoing correspondence, answering and directing telephone inquiries, scheduling meetings, maintaining calendars, compiling expense reports, fielding inquiries, setting up reports, and correspondence. Managing Supplier/Vender Certificates of Insurance for all NY Office locations;  NYC ELC Office Sustainability and Mail Services Data programs.

MAJOR DUTIES:

1. Provide day to day administrative support to the Vice Presidents; meetings/calendar, phone mail, travel etc.   Respond to routine inquiries for the Vice Presidents in a timely manner.
2. Handle heavy telephone volume and assist other members of the Global Security and Office Services management staff as required.   Screen all calls and handle any requests or problems when possible. Consistent interaction with senior executives, landlord management staff, and key suppliers.
3. Maintain in accordance with Corporate Records Management (digital and physical) database of departmental contract MSA’s and SOW’s; notify business units regarding contract expirations, renewals, termination dates etc.
4. Correspondence, internal memorandums, reports, etc. as required. Create Power Point decks for various presentations etc.
5. Act as department sponsor for all non-exempt employees (who work in a variety of locations); onboard of new employees. Request from business unit leader and maintain exempt and non-exempt time off data; create master vacation schedule for OSLT to ensure appropriate operational coverage Coordinate and distribute company provided gifts to staff members - i.e. staff appreciation day etc.  Maintain internal departmental database for terminations and new hires.
6. Maintain Global Security and Office Services rosters and emergency contact lists; maintain emergency contact lists for all NYC, domestic and international offices, update as necessary and distribute as required.
7. Organize workflow for VPs and work with support staff to ensure efficient and timely completion of assignments and follow-up.
8. Prepare expense reports for VPs.  Manage preparation and ensure timely submission of expense reports for the departments.
9. Process purchase requisitions, invoices in alignment with financial policy and procedures.
10. Responsible for working in conjunction with Finance to obtain monthly NYC building electrical invoices. Record electrical usage and cost. Share year-end findings with the ELC Sustainability teams for inclusion in the Company’s Annual Sustainability Report.
11. Responsible for the collection and recording of the monthly Office Services Mail Services data for NYC Uptown, NYC Downtown, Melville, Blaine and Canada locations. Maintain the area specific Excel workbooks for any building or subject matter form addition and deletions and provide reports to the VP monthly.
12. Coordinate the certificates of insurance program and database in collaboration with Building Services, Facilities Management and Purchasing teams. Request annual policy documents from all vendors as well as for sporadic work and event contractors. Interact with the various building managers for the latest certificate of insurance requirements, building specific documents and certificate approvals.
13. Assist with international coordination of global security initiatives.
14. Support the ELC Global Command Center as necessary.

Qualifications

• College/University graduate
• Minimum of 5 years of administrative or business experience
• Ability to multitask in a fast paced, high volume environment
• Excellent interpersonal communication and organizational skills
• Excellent written and verbal communication skills
• Superior PC skills, strong proficiency in M