Office Administrator

Job Id : A1320442NY-Temp 1673466679 Apply Now

Biomedical research organization located in the Garment District in Manhattan is seeking to hire a Temporary Office Administrator This position will start ASAP and require 5 days in office.

Hours 8 : 30am-4 : 30pm with an hour unpaid break for lunch. Pay rate is $20.00 / hr- $25.00 / hr, DOE.

Responsibilities :

• Managing the NYC office as first point of contact for internal and external parties to the CVB headquarters to provide exceptional customer service and communication to all parties
• managing of mail review and distribution to appropriate departments and / or respond as necessary
• Monitoring office staff needs and ordering appropriate supplies in a timely manner
• Overseeing and managing vendors, including maintenance companies, to keep the office clean and safe, and ensure its appliances are in good working order
• Reporting out and making suggestions on the office operations to senior management to improve office operations and procedures
• Producing briefings for operations in preparation for meetings
• Coordinating with the IT department with tasks related to onboarding, setting up desks, and organizing / distributing computer equipment to staff
• Assisting the Contract Management Group (CMG) with uploading contracts into CMG system
• Producing contract tracking and reporting under the direction of the CMG
• Data entry into fundraising and project management databases
• Managing internal company-wide meetings with event manager
• Developing and utilizing filing and retrieval systems
• Recording meeting and discussions for ease of referencing
• Answering calls, responding to emails, and interfacing with staff, donors and partners
• Analyzing requested information and data
• Preparing, formatting, and editing internal and external corporate documents and presentations for team members and partners
• Organizing meetings and assisting with reporting of meetings / note taking
• Upholding a strict level of confidentiality
• Developing and sustaining a level of professionalism among staff and clientele
• Conducting other duties and special projects as assigned

Qualifications :

• The successful candidate will be motivated and enthusiastic about the organization's work
• Must be a team player while also be successful working independently
• Taking ownership of assigned responsibilities, and the capacity to be proactive, diligent, and thorough will be essential.
• Organization, flexibility, and the ability to manage challenges & multitask is essential
• Strong interpersonal and communication skills both verbal and written to interact positively with all employees and outside parties
• Attention to detail to ensure tasks are completed thoroughly and correctly
• Polished appearance with professional maturity
• Possesses a strong understanding of general operations, best practices, and the prioritization of processes and workflows
• Ability to prioritize among competing priorities and manage expectations of workload and timelines
• Ability to maintain a high level of confidentiality
• Proficiency in Microsoft Office software (Word, Excel, PowerPoint, and Outlook) Have expert knowledge of table creation, pivot tables and word formatting
• Some evenings may be needed based on workflow
• Ability and willingness to learn new software tools and applications
• Ability to travel 10% of the time

A1320442NY-Temp 1673466679

Apply Now