Phaxis
Administrative Assistant/Coordinator
Phaxis, New York, New York, us, 10261
ADMINISTRATIVE ASSISTANT/COORDINATOR AT TOP ARCHITECTURE & DESIGN FIRMBase Salary is $70K to $90K (based upon candidate and experience)Great Opportunity - Wonderful Company - Excellent Benefits
MUST Have Three Plus (3+) Yrs of Experience in an Admin Support Role in an Office/Professional Setting
Top NYC-based architecture, design and master planning firm looking for an experienced
administrative/clerical/office support professional
to join its growing organization as an
Administrative Assistant/Coordinator . Your primary role is to
assist staff
with administrative tasks, support the smooth daily operations of the office, ensure it is well-maintained, and provide organizational support to staff. The ideal candidate will also specialize in delivering exceptional hospitality, ensuring a welcoming and professional environment for all visitors and team members.
Working in the firm's mid-town offices located near Bryant Park, Mon-Fri, 9am-6pm.
QUALIFICATIONS AND SKILLSBachelor's or Master's Degree
required.Three Plus (3+) years of Experience in an Administrative Support role in an Office/Professional Setting.Proficiency in Microsoft Office Suite Programs (Word, Excel, Outlook, PowerPoint, etc.) is required.Familiarity with Adobe Deign Suite
is a plus.Excellent Verbal and Written Communication skills; and Interpersonal and Customer Service skills.Excellent Organizational skills; and Attention to Detail skills.Calendar Management/Monitoring skills.Travel coordination/management skills.Expense report coordination/management/handling skills.Possess high level of professionalism, maturity, discretion, and sound judgment.Strong analytical and problem-solving skills, Able to prioritize tasks, and Able to function well in a high-paced environment.DUTIES AND RESPONSBILITIES
Coordinate and organize staff and client meetings, including arranging catering, managing technology needs, setting up meeting spaces, and ensuring all logistical details are handled smoothly.Assist with general office upkeep, including maintaining a tidy and organized environment, and ensuring timely clean-up after meetings and events.Help with general maintenance and upkeep of databases and office programs.Support the smooth daily operations of the office and provide organizational support to multiple Principals, Project Managers, and Operational Teams.Provide support to Principals and Project Managers with financial tasks, including managing expense reports, processing corporate charges, etc.Coordinate and book Principal/Project Managers' travel arrangements; arrange flights, hotel, drivers, rental cars, and dinner reservations.Maintain Principal/Project Managers' calendar by tracking the availability while in the office and updating when the Principal/Project Manager is expected to be out of the office, coordinate Principal/Project Managers' availability to attend meetings, performance reviews and interviews.Stay informed about ongoing activities in the office, anticipate needs, and proactively address any issues to ensure efficient operations.Provide back-up coverage for general admin functions including Reception Desk and Administrative Services.JD # 24-04032
MUST Have Three Plus (3+) Yrs of Experience in an Admin Support Role in an Office/Professional Setting
Top NYC-based architecture, design and master planning firm looking for an experienced
administrative/clerical/office support professional
to join its growing organization as an
Administrative Assistant/Coordinator . Your primary role is to
assist staff
with administrative tasks, support the smooth daily operations of the office, ensure it is well-maintained, and provide organizational support to staff. The ideal candidate will also specialize in delivering exceptional hospitality, ensuring a welcoming and professional environment for all visitors and team members.
Working in the firm's mid-town offices located near Bryant Park, Mon-Fri, 9am-6pm.
QUALIFICATIONS AND SKILLSBachelor's or Master's Degree
required.Three Plus (3+) years of Experience in an Administrative Support role in an Office/Professional Setting.Proficiency in Microsoft Office Suite Programs (Word, Excel, Outlook, PowerPoint, etc.) is required.Familiarity with Adobe Deign Suite
is a plus.Excellent Verbal and Written Communication skills; and Interpersonal and Customer Service skills.Excellent Organizational skills; and Attention to Detail skills.Calendar Management/Monitoring skills.Travel coordination/management skills.Expense report coordination/management/handling skills.Possess high level of professionalism, maturity, discretion, and sound judgment.Strong analytical and problem-solving skills, Able to prioritize tasks, and Able to function well in a high-paced environment.DUTIES AND RESPONSBILITIES
Coordinate and organize staff and client meetings, including arranging catering, managing technology needs, setting up meeting spaces, and ensuring all logistical details are handled smoothly.Assist with general office upkeep, including maintaining a tidy and organized environment, and ensuring timely clean-up after meetings and events.Help with general maintenance and upkeep of databases and office programs.Support the smooth daily operations of the office and provide organizational support to multiple Principals, Project Managers, and Operational Teams.Provide support to Principals and Project Managers with financial tasks, including managing expense reports, processing corporate charges, etc.Coordinate and book Principal/Project Managers' travel arrangements; arrange flights, hotel, drivers, rental cars, and dinner reservations.Maintain Principal/Project Managers' calendar by tracking the availability while in the office and updating when the Principal/Project Manager is expected to be out of the office, coordinate Principal/Project Managers' availability to attend meetings, performance reviews and interviews.Stay informed about ongoing activities in the office, anticipate needs, and proactively address any issues to ensure efficient operations.Provide back-up coverage for general admin functions including Reception Desk and Administrative Services.JD # 24-04032