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Administrative Assistant - Operations

Perkins Eastman Perkins Eastman Employer:
New York, NY, USLocation:
Thu, Jan 31 '19Posted on:
Full-timeType:

Perkins Eastman is a global architecture and design firm guided by the belief that design can have a positive and lasting impact on people’s lives. With more than 1,000 employees in 17 locations around the world, we collaborate seamlessly across borders, barriers, and disciplines to connect people and ideas. Whether conceiving of new healthcare models, reviving a local landmark as a boutique hotel, or helping communities become more resilient, we are united in a dedication to progressive and inventive design that enhances the human experience. If everything is design, everything we do is HUMAN BY DESIGN.

Description:

The administrative assistant will support multiple Principals and staff within the Higher Education team.  This position calls for a polished individual with excellent organizational skills including the ability to multi-task, prioritize and track multiple projects with respect to deadlines. 

Job Responsibilities:              

  • Maintain the outlook calendars for several principals, schedule and coordinate meetings, interviews, events and other similar activities.
  • Prepare expense reports.
  • Assist in preparing and reviewing timesheets.
  • Make travel arrangements and reservations.
  • Type and compose general correspondence, reports and other documents.
  • Data entry in a custom database and maintenance.
  • General office filing.
  • Meet and greet clients, answer phone and email inquiries in a timely manner and route calls.
  • Prepare business correspondence, create spreadsheets using advance functions and presentations.
  • Document control/filing of various digital and hard copies files.
  • Scheduling of internal and external meetings for project team.
  • Sort, review, screen and distribute incoming and outgoing mail.
  • Word Processing including meeting minutes, letters, travel forms, etc.
  • Serve as back to reception when out of the office, on occassion.
  • Work well with a large team and respond to inquiries. 

Qualifications:

  • Associate or Bachelor’s degree required
  • 2 or more years’ experience supporting multiple staff at all levels.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) Deltek Visions a plus.
  • Experience in an Architectural environment and K-12 Education a plus.
  • Type 70+ wpm.
  • Strong interpersonal skills.
  • Ability to maintain confidentiality.
  • Ability to work independently.
  • Detailed orientated.
  • Strong communication skills required (both verbal and written)
  • Excellent organization, communication, and time management skills
  • Strong follow-through and prioritization skills.
  • An understanding of financial reporting to be able to support project managers and coordinate with client’s in-house staff various travel forms, logistics, scheduling, etc.
  • The ability to express ideas concisely and clearly to all levels.
  • Ability to make copies, scan and fax.
  • Show reliability, timeliness  and flexible with work schedule. 
  • Establish and maintain effective working relationships with others are needed
  • The ability to function in an evolving environment while demonstrating initiative.
  • Self-motivation and the ability to maintain a strong sense of urgency and cooperation are essential.


 

How to Apply:

If you would like to join a dynamic, energized, innovative and collaborative environment, where your ideas will be heard and your skills challenged, please visit our career page and apply with your cover letter, resume and/or portfolio (Adobe PDF preferred). No phone calls please.

Link: Human By Design

Perkins Eastman is an affirmative action, equal opportunity employer and a participant in the U.S. Federal E-Verify program. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.


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