Administrative/HR Assistant - Entry Level Management

Administrative/HR Assistant - Entry Level Management

Provide full administrative support to a Marketing Firm team of professionals, operational department personnel, and/or executives. Responsibilities:

• Maintain and coordinate multiple calendars and schedules
• Coordinate meetings - in-house, video conferencing, conference calls. Includes catering, setting up and breaking down meeting area, scheduling attendees, setting up presentation materials and equipment, linking via VC when needed, etc.
• Support of informational databases
• Document production -- letters, emails, memos, presentations and reports
• Interface with internal and external customers, staff and management
• Multi-line telephone support
• Creating, maintaining, archiving and retrieving departmental files
• Creating and updating contacts via database system as necessary
• Assisting with projects and other duties as needed
• Some availability during non-working hours to assist on travel changes and other misc urgent requests

JOB REQUIREMENTS

• Minimum 2 years in an administrative assistant role, preferable in corporate office setting; extensive interaction with executive level professionals a plus
• Organized self-starter who can work independently with little direct supervision
• High attention to detail, very strong organizational skills, and ability to think outside the box
• Ability, flexibility and adaptability to manage multiple and ever-changing priorities, personalities and deadlines
• Strong customer service and people skills are required.
• Sound understanding of corporate office practices and procedures
• Ability to interact with employees and guests at all levels with confidence and professionalism
• Excellent written, oral and comprehension experience and associated skill sets
• Able to maintain a high level of tact, diplomacy and confidentiality
• Prior experience in a financial/investment environment is a strong plus.
• Computer skills - must include advanced level proficiency in Microsoft Office products; Microsoft Word, Excel and Outlook; PowerPoint skills a plus.
• Knowledge of multi-line phone systems is a plus.

Positive attitude and professional appearance and mannerism extremely important