• Administrative Assistant/Receptionist

    Job Location US-NY-New York
    Job ID
  • Overview

    The Administrative Assistant provides front desk coverage, answers all incoming telephone calls, greets visitors, processes all incoming and outgoing mail and express envelopes, performs general office duties and furnishes administrative clerical support to various managers and departments within the agency.

    What you'll do:

    • Greets visitors in a friendly and professional manner; determines their needs and notifies the person(s) being visited.  Stays within the vicinity of the reception area at all times and coordinates with Account Services staff for substituting during any absence
    • Answers telephone calls promptly and courteously; screen calls, transfers caller to correct individual; does not leave call on hold or unattended for more than 1-minute; takes complete and accurate messages when voicemail is not available and distributes messages in a timely manner
    • Receives and sorts incoming mail, express envelopes and courier deliveries; distributes mail to employee mailboxes; delivers express envelopes and courier deliveries directly to recipient
    • Prepares and posts all outgoing mail and express envelopes daily maintains, checks and refills postage meter; maintains and logs outgoing express envelopes and courier supplies and; arranges courier services
    • Performs routine clerical functions including ordering department lunches, making restaurant reservations, booking conference rooms, coordinating travel, making car service arrangements, coordinating messenger service if needed, running errands and handling ad hoc requests
    • Straightens and maintains orderly appearance of reception, storage, kitchen and common areas on a daily basis and orders and stocks office and kitchen supplies
    • Provides administrative support to the Executive and Senior leaders of the agency such as, calendar management, completing timesheets, managing expenses and making travel arrangements
    • May occasionally provide clerical and administrative support on various projects throughout the agency

    Who you are:

     Skill Set/Knowledge:

    • Ability to convey a positive and professional image to employees, applicants, clients and the general public
    • Must be detail oriented and able to multi-task on a consistent basis
    • Ability to receive direction and self-start
    • Demonstrated proficiency in word processing and the Microsoft Office Suite
    • Excellent oral, written, and interpersonal communication skills
    • Ability to maintain a highly confidential nature in all aspects of job
    • Ability to work in a flexible, dynamic and fast-paced working environment

    Education/Experience Required:

    • BA/BS degree required
    • Prior administrative or client/customer service experience in a marketing or advertising/digital agency environment is preferred 


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