JOB DESCRIPTION SUMMARY:
Responsible for all office management functions for the department, including that of the Vice President. Daily administrative functions including (but not limited to) answering all incoming calls, scheduling and preparation of meetings, scheduling of travel, maintenance of Vice President’s calendar, sorting and prioritization of e-mail, and sorting and distribution of department incoming mail.
ESSENTIAL RESPONSIBILITIES & ACCOUNTABILITIES:
Responsible for all Office Management functions, including all scheduling of Vice President’s appointments, meetings, etc., including:
Assists with preparations and coordinates plans for on-site and off-site meetings.
Creates/distributes agenda and action items/minutes of meetings if required.
Creates and distributes all correspondence for Vice President and acts as point person and liaison with all outside contacts including internal and external customers.
Maintains/schedules and all traveling requirements including travel, hotel, car rental for special events and various seminars/conferences for Vice President and summarizes for Vice President’s review
Preparation of agenda and itinerary for Vice President before departure for business travel
Preparation and submission of expense reports and associated expenses upon Vice President’s return
Performs everyday administrative functions including clerical functions, phone/e-mail monitoring and prioritization, supply ordering; filing/organizing, etc.
Responsible for planning, pre-meeting preparation, communication of meeting materials to attendees, minutes of meeting and post-meeting communication, and related activities.
May be required to maintain, monitor and reconcile monthly departmental cost center budgets to ensure timely and correct spending and allocations; includes creation, submission and follow-up of all departmental check requests
Provides updated weekly reports to VP
Acts as point person for staff, department expenses and outside consultants
Participates in special projects and performs other duties as required
Specialized Knowledge and Skills:
Good P.C. skills required, including Microsoft Office (Word, Excel, Access, Powerpoint, Outlook).
Excellent verbal and written communication skills
Speed writing is a must, and financial/budgeting skills are helpful
HR Administrative experience a plus
Other:
Must have good interpersonal skills, be able to multitask, and be comfortable with a flexible environment. Will work onsite one/two days a week in the Melville office based on business needs
Experience:
5 Years of Administrative / Executive Assistant experience
To the extent this job is performed in NYC, the salary range for the position of Administrative Assistant, HR is $55,994 to $76,992. Many factors go into determining employee pay within the range including prior experience, current skills, location/labor market, internal equity, etc.
