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Administrative Assistant
Administrative AssistantMacias Gini & O'Connell, LLP • Melville, NY, US
Administrative Assistant

Administrative Assistant

Macias Gini & O'Connell, LLP • Melville, NY, US
14 days ago
Job type
  • Full-time
Job description

Administrative Assistant

Performs day-to-day administrative functions.

Core Responsibilities :

  • Be accountable for assigned tasks
  • Office client and other data (records) and document maintenance
  • Performs administrative process pursuant to Firm guidelines
  • Local service personnel support
  • Networking, education and training records / logistics support

Essential Functions :

  • Coordinate the completion of the client acceptance process and approvals
  • Prepare engagement letters and coordinate budget from client service professionals
  • Prepare client bills / invoices pursuant to Firm guidelines
  • Prepares deliverables (correspondence, reports and proposals), which includes drafting, editing, formatting, desktop publishing, and coordination with client service team for production
  • Coordinates calendars and schedules appointments, ensuring all parties are informed of and kept abreast of schedule awareness
  • Coordinates meetings including but not limited to preparing and distributing agendas and other meeting materials, reserving and preparing facilities, and transcribing meeting minutes
  • Composes, types, and distributes professional correspondence, memos, and e-mails
  • Orders and maintains supplies; coordinates equipment inventory and maintenance
  • Demonstrates a high level of professionalism in dealing with confidential and sensitive issues
  • Performs general clerical duties including but not limited to filing, photocopying / scanning, and mailing

    • Nonessential Functions :

  • Performs other duties as assigned from time to time by staff, managers, or partners.

    • Supervisory Responsibilities : N / A

    Working Conditions :

  • Overtime as needed.
  • Works in office setting
  • Minimal Hazards
  • Ability to lift up to 15 lbs.

    • Minimum Qualifications :

  • Associate's degree (AA) or equivalent, 1 to 3 years of related experience.
  • Excellent verbal and written communication skills.
  • Intermediate skill set with Microsoft Office 365 and Adobe Products
  • Intermediate skill with MS Dynamics data input
  • Commitment to excellence and high standards (i.e., acute attention to detail)
  • Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.
  • Ability to deal effectively with a diversity of individuals at all organizational levels.
  • Good judgment with the ability to make timely and sound decisions.
  • Ability to work independently and as a member of various teams and committees.
  • Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
  • Demonstrated ability to be proactive, plan, and organize projects.

    • $25 - $30 / hour

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    Administrative Assistant • Melville, NY, US

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