Executive Assistant, New Business Development Coordinator, and Project Team Assistant

Margaret Sullivan Studio Employer:
New York, NY, USLocation:
Tue, May 14 '24Posted on:
$50,000 - $60,000 annually Pay:

Margaret Sullivan Studio (MSS) is a women-owned, nationally recognized design firm based in New York City. We are seeking an entrepreneurial, energetic, and ambitious person to join our growing 12-person studio.

in a fast-paced busy office with projects around the country this is a role for an organized person with their pulse on all aspects of the studio who will be in full-control of the Principal's calendar and correspondence, along with firmwide travel deadlines, logistics, and pulling things together at all levels to increase shared knowledge, find synergies, and optimize our joint efforts.

This job demands a "people person" with strong organization skills, Interpersonal and listening abilities, collaboration and team-building skills, verbal and written communication, attention to detail, time-management and organizational abilities, customer service skills

salary $50,000 - $60,000

RESPONSIBILITIES  

Executive Assistant:

Acting as Principal’s right hand having familiarity with projects, clients, firm mission,

Managing scheduling, travel arrangements, acting as control point for Outlook calendar, and coordinating with all studio members, clients, and outside parties.

Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the Principal's behalf. 

Managing and anticipating Principal’s schedule as it happens, physical and digital preparedness for meetings, travel, and remote work  

Daily Office Culture

Create and foster an environment where the staff can do their best work.

Consider what each individual needs to thrive and support them. 

Support staff members when projects are at deadlines.

Incentivize/assist/support/monitor staff members filling in report EOD, timesheets, work plans 

Assist, and implement Strategy, Values and Cultural work for the office.  

Scheduling

Schedule Weekly Studio Management, Project Management, Shoutout, FRIYAY, Accounting meetings

Work with Directors to potentially schedule daily Project Review Meetings.

When weekly meetings are canceled, attempt to reschedule rather than simply delete.  

Admin

Maintain schedules and meetings for all of team

Purchase (and maintain receipts and budgets for reimbursables) for all plane tickets, hotel reservations, car services, etc.. for all staff members

Generate/refine letters, memos, proposals, and all documents – ensure templates are updated and centralized 

General office and administrative coordination including office supply ordering, inventory, deliveries, office tidying, and office organization

Create and Manage Studio events, including creating budgets, schedules, and workplans

Assist project teams developing, coordinating, packaging, and shipping for both long-distance and local events and presentations

Maintain general office tidiness and daily kitchen once over; manage outside cleaning service

Act as daily tech support to staff; manage outside tech consultant  

Technology Support

Manage and support company technology including hardware, software, new employee set-up, initial troubleshooting. outside tech support, tracking costs, budgeting  

New Business Development/Marketing/PR

Work with Principal/Project Managers/and Staff on all aspects of marketing and new business including preparing proposals, organizing events, developing conferences, producing newsletters, updating web site, etc.

Maintain and support our clients/ collaborators/business development relationships 

Track all new business leads and deadlines, maintain marketing calendar, and prepare weekly status report/meeting agenda

Oversee the production of Marketing materials/internal marketing production 

Assist in conference and event development   

Financial/ Accounting Support

Categorize and track travel, office, and purchases

Assist in packaging of Accounting’s weekly and monthly schedule and Open Issues Report

Get new Project Number from Bookkeeper

Ensure all contracts and project numbers are current and filed properly 

Review and approve “regular” invoices to office for payment by Bookkeeper  

Human Resources:

Manage and maintain office policies, procedures, and policy manual with Principal. Ensure MSS is following all legal requirements and update as law changes.

Write and place ads with Principal and others

Prepare new employee offer letters with Principal and do prepare and conduct new employee orientation

Manage the new employee orientation process (with MSS team members)

Maintain PTO logs and provide report to each employee on a regular basis

Establish annual holiday schedule and distribute

Maintain, manage, schedule, and oversee preparation of reviews for each staff member.  

REQUIREMENTS  

Proficiency in Microsoft Office Suite, Adobe Creative Suite, InDesign, Outlook Scheduling  

ABOUT US  

Margaret Sullivan Studio is an award-winning full service design firm focused on working with forward-thinking civic and cultural institutions. We envision, program, and design educational and cultural institutions for the 21st century. Our Studio is a national leader in developing new models for public libraries and civic spaces, and works with some of the most important public institution clients throughout the country.  

MSS is a Minority and Women-Owned Business based in NYC and is committed to attracting diverse talent and cultivating an inclusive environment that encourages collaboration, creativity, and all styles of thinking to succeed. We prioritize building a company and a community where all people thrive and are inspired to do their best work every day. MSS is an equal opportunity employer without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or other legally protected characteristics.  

We enjoy a shared positive attitude, curiosity, and mission-driven desire to design equitable communities.   

TO APPLY   

Send us your resume, references, highlights of what you’re passionate about and why this is the job for you