Our client, a Real Estate investment firm in Midtown, Manhattan, seeks to hire Temporary to Permanent Hospitality & Office Manager. Hours are 8:30am - 5:30pm and will be in office 5 days.
Responsibilities:
Oversight of all day-to-day office operations.
Answering and directing all incoming calls.
Managing reception for the office which includes; meeting and greeting clients, scheduling messengers, arranging fed-ex package deliveries, and maintaining the conference room spaces before and in between meetings.
Managing the conference room schedule in Outlook and ordering catering for meetings.
Set up and cleanup of all catered meals for meetings.
Maintaining appearance of common areas (ensuring slide shows are running; charging and arranging devices; ensure that infrastructure is serviced when needed).
Maintaining office equipment (replacing paper, testing phones, arranging for service calls with IT, etc.).
Providing training to new hires on how to operate conference room technology.
Coordinating vendor services for office needs which may include researching, interviewing and overseeing certain vendor services.
Coordinating timely repairs and maintenance of office space and equipment.
Assisting with the execution of office moves, space build-out and modifications.
Ensuring sufficient office supplies sand snacks are maintained.
Reviewing and approving office invoices on a timely basis.
Sort and distribute incoming mail.
Coordinating with IT on needs relating to office assignments, telecommunications, conference room maintenance and updates
Primary responsibility for managing telephone and video conferencing systems, testing and coordinating with vendors (in conjunction with IT), setting up sessions for end users.
Primary responsibility for managing content on the Intranet (SharePoint).
Primary responsibility for managing, inventorying, and issuing security keys for the office.
Assisting other executive assistants with administrative responsibilities such as coverage, expense processing and invoice tracking.
Assisting with various ad-hoc projects.
Plan and organize companywide events (holiday party, summer event, happy hours, etc)
Interaction with building management for guest log in requests and facility requests
Assisting Office Manager and Administrative team with various ad-hoc projects (include expense processing and invoice tracking)
Qualifications:
1+ years of executive assistant / Office Management experience preferably in Finance/Private Equity
Degree required
Time management skills to prioritize and complete a side variety of tasks throughout the day
Demonstrated ability to multitask
Strong organization skills and attention to detail
Excellent verbal and written communication skills to interact clearly with clients, colleagues, and vendors
Patience and listening skills to respond appropriate and interact positively with upset customers
Interpersonal skills to create a pleasant experience for all customers, such as being personable and attentive
Proficient in Excel, PowerPoint and Photoshop
Skillfully navigate the intricacies of working cross-functionally and across regions with many different teams and senior leaders in a fast-
Compensation/Benefits:
DOE up to $75k
Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.
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Company Profile:
Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.
Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.
Learn more about Beacon Hill Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.beaconhillstaffing.com .
