Administrative Assistant

COMPANY: Family Office
POSITION: Administrative Assistant
LOCATION: New York, NY (onsite 4x week)
HOURS: 7:00am - 7:00pm (dependent on shift) with flexibility outside of work hours/weekends
COMPENSATION:  Up to $120K DOE + Benefits + Discretionary Bonus*
BACHELOR'S DEGREE: Required

Our client, a family office, is looking for an administrative professional to join their team. Major tasks include email monitoring, guest services, calendar management, and travel coordination.

Responsibilities of the Administrative Assistant
Administrative Duties
-Monitor the Principal’s email account.  Format and Print emails.
-Weekend coverage for Principal approximately once every third weekend and occasional holidays.
Make Travel Arrangements
-Assist travel coordinator with bookings.
-Assist in mapping out itineraries.
-Enter all travel information and confirmations (flights, hotel, and cars) into internal database.
Guest Services
-Liaise with guests.  Send initial invitation email.  Confirm acceptances.
-Gather important guest information such as arrival/departure times, dietary restrictions, special requests, etc.
-Communicate all travel information and confirmations.
Calendar Management
-Schedule meetings/appointments with internal and external parties.
Travel
-Ability to travel with principals domestically and internationally as needed. Up to 25% travel for potentially 3+ weeks at a time.

Requirements
-Bachelor’s degree required
-Proficiency in Office365, Excel, Word, and AdobePro
-Knowledge or proficiency in Smartsheet and CRM is a plus.
-Dictation experience is a plus.
-Extremely professional.
-Up to date on current affairs.
-Excellent communication skills via face-to-face and via telephone
-Very Organized; strong attention to detail
-Must be discrete and able to work with confidential information
-Able to multi-task
-Must be flexible with regards to work hours; overtime may be required
-Proactive with strong follow-up skills
-Verification of identity, education, prior employment, and references may be required

*The salary range posted for this New York City-based position is a good faith estimate. Actual salary may vary based on several factors, including but not limited to, level, experience, and qualifications for the role.