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Department Assistant

New York, NY 10001

Posted: 01/17/2023 Employment Type: Contract To Hire Job Category: Administrative Job Number: 539402 Is job remote?: No Country: United States

Job Description


Department Assistant
6 months
Onsite:
 New York, NY
Pay Rate: $20-24

Must Haves:
  • High school diploma or equivalent
  • Minimum (1) year applicable office/administrative/marketing experience
  • Advance knowledge in Microsoft Word, Excel, and PowerPoint

Job Summary/Description:

The Department Assistant will provide administrative and marketing support for office and department management to ensure continuity of daily functions and operations. This position coordinates with office and department management to provide administrative, graphics, and marketing services in conjunction with company goals and objectives.

Office Administrative Duties (approx. one-third of time)
  • Serve as the face of the office, greeting clients and other guests, fielding phone calls, and receiving deliveries
  • Maintain the office in an orderly, clutter-free manner
  • Coordinate office related issues and complaints, such as operational resources, workstations, space assignments and supplies, and follow up that resolution has been obtained
  • Coordinate with building management for maintenance and security issues
  • Facilitate the dissemination of information to the office as part of the overall communications and operations management process
  • Develop procedures pertaining to office requirements and assist in the development of business and employee engagement initiatives for the office
  • Plan, coordinate and facilitate on-site and off-site meetings for the office. This may include department orientation and training, stakeholder meetings, management meetings, office or department lunch and learns, etc.
  • Monitor, review, and approve standard expenditures to ensure the activities of the office are conducted within established budgets
  • Prepare a variety of communication including emails, meeting agendas, and meeting minutes
  • All other duties as assigned

Marketing / Graphics Duties (approx. one-third of time)
  • Assist with marketing and communications efforts, including proposals, presentations, and internal and external communications
  • Assist with converting written communications into graphics that support and enhance the company's communications, as well as the brand
  • Ensure brand guidelines are followed for brand consistency
  • Produce final files for production and distribution
  • Assist in development of creative ideas and concepts
  • All other duties as assigned

Document Controls / Project Controls Duties (approx. one-third of time)
  • Maintain document management project systems
  • Process, organize, and distribute project communications including transmittals, subcontracts, submittals, and requests for information
  • Provide accounting and clerical support to project teams
  • Process sub-consultant and subcontractor invoices and reconcile with supporting documents; maintain invoice tracker
  • Process business transactions, such as accounts payable and receivable, transmittals, and correspondence with project stakeholders
  • Keep financial records up-to-date and prepare reports
  • All other duties as assigned
Requirements:
  • High school diploma or equivalent. Minimum of one year applicable office/administrative/marketing experience
  • ?Advance knowledge in Microsoft Word, Excel, and PowerPoint required
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