Administrative/Office Assistant

Administrative/Office AssistantThe Administrative/Office Assistant is a team member of the People & Culture department. Under the supervision of the Senior Vice President, People & Culture, the job responsibilities of the Administrative/Office Assistant include:Greeting guests & visitors to the Times Square Alliance and directing them to the appropriate peopleAnswering calls and directing them to appropriate staff and departmentsReceive, sort and distribute mail throughout office (e.g. USPS, FedEx, UPS), as well as accepting office deliveries and notifying recipientsAssist the People & Culture Department with record keeping, invoices, HRIS, biweekly payroll email, talent acquisition and onboarding, reconciling expense report, planning and execution of employee appreciation events and other special projectsAssist Vice Presidents/Director of Executive Office with administrative functions, which may include scheduling, filing, faxing, preparing correspondence and performing other clerical functionsEntering and maintaining data from non-assessment revenue/sales contracts; reconciling contract amounts with the finance department; and run fiscal year reports; monthly, quarterly and as neededMaintaining marketing materials at front reception area and maintaining newspaper and magazine archiveSet up and break down of meeting spaces, equipment and technology to include, setting up virtual meetings, i.e. Zoom, Teams, WebexAssist with Board meeting preparation and during meetingsAdministrative support for Diversity, Equity, Inclusion & Belonging (DEIB) CouncilTaking minutes for various meetingsAssist with ordering office suppliesAssist with maintenance of office equipmentAssisting with special projects as assignedSubstitute for President’s calendar and other administrative functions when Director, Executive Office is outQualifications/Skills:At least 2 to 3 years administrative experienceProficient with Microsoft Office Suite: Word, PowerPoint & Excel and OutlookMust exercise discretion, confidentiality, and judgmentShows enthusiasm, initiative and is a team playerPays attention to detailExcellent communication skills both verbal and writtenComfortable interacting with the public via the phone and in personMust have confidence, a positive attitude and the ability to thrive under pressureThis is in a non-remote position, in office only.Salary range: $24.00 – $26.44 per hour, non-exemptThe Times Square Alliance is an equal opportunity employer. All qualified candidates are encouraged to apply.