Administrative Assistant

Title: Administrative Assistant                                                                                                     

Reporting to: Office Director

Salary Range (if candidate is based in New York): $51,840 - $81,540

*Candidate can be based remotely anywhere in the US*

 

Overview of Role

The Administrative role provides general office support with a variety of clerical and marketing activities and related tasks. The position will be responsible for answering incoming calls, directing calls to appropriate associates, mail distribution, flow of correspondence, requisition of supplies as well as additional clerical duties. The Administrative / Marketing Assistant should have the ability to identify opportunities within a project that will add value and help successfully accomplish the client’s desired project outcome.

 Essential Functions

• Preparation of written responses or replies by phone, correspondence, or e-mail when necessary.
• Schedules and organizes office activities such as meetings, travel, conferences, and department activities.
•  Answers telephones.
• Establishes, develops, maintains and updates filing system. Retrieves information from files when needed.
• Retrieves, sorts, and distributes mail for office
• General office duties (photocopying, binding, faxing, etc.) when requested.
• Tracks and orders office supplies.
• May help with billings.
• Contributes to team effort by accomplishing related results as needed.
• Preparation of correspondence, confidential memos, meeting minutes and reports, as requested
• Maintain President’s calendar and contacts
• Arrange conference calls
• Generate expense reports and client billings
• File creation and maintenance
• Make travel arrangements, when requested
• Meeting/Event planning for North American Board of Directors (and occasional international meeting planning)
• Photocopying, binding, faxing, etc. as needed
• Opening and sorting mail
• Preparing documents from dictation/ transcription
• Maintain client database and files
• Composing and editing PowerPoint presentations
• Creating / maintaining Excel spreadsheets
• Contributes to team performance by collaboration and effective communication.
• Contributes to and understands the clients desired project outcomes, identifies opportunities to add value to accomplish the desired outcomes.
• Adds to team effort by accomplishing other duties as assigned.

The ideal candidate will demonstrate a positive proactive approach to the role, and will be committed to delivering customer service excellence, with good commercial results.

• Minimum Education (or substitute experience) required:  AA Degree
• Minimum Experience required:  5+ years of previous office experience. Marketing experience, design software skills, and knowledge of the A/E/C industry is preferred.
• Skills Required:  Excellent communication, writing, and interpersonal skills necessary, with the ability to effectively consult and negotiate across all levels of an organization; intermediate knowledge of Microsoft Office and general clerical abilities required; intermediate typing skills (55+ wpm).  Must be able to maintain confidentiality and show initiative.

Physical Requirements and Working Conditions:

• Indoor office environment. May require work on site location when necessary.
• Equipment used includes computers and standard office machines.
• Essential physical tasks include: the ability to work on a computer and the ability to answer and speak on a telephone.

RLB is an Equal Opportunity Employer. This company does not and will not discriminate in employment and personnel practices based on race, sex, age, handicap, religion, national origin or any other basis prohibited by applicable law. Hiring, transferring and promotion practices are performed without regard to the above listed items.