Front-of-House Team Assistant

Adjaye Associates

New York, NY, USA

🔥 Best Practice Guest

Jun 23

This job is no longer accepting applications.

We are looking for a Front-of-House Team Assistant to organize and coordinate office administration and procedures, to ensure organizational effectiveness, efficiency, and safety. This person must be exceedingly well-organized, flexible, and enjoy the administrative challenges of supporting an office of diverse people. Our team needs a self-starter with the ability to keep calm under pressure, prioritize and multitask.

Responsibilities include but are not limited to:

Reception:

• Answer phones, filter calls, take messages, and notify staff of missed calls; assist with phone system administration

• Arrange security access for guests and deliveries to building

• Greet guests by escorting them to a conference room; offer, prepare, and serve them refreshments

• Receive, sort, and distribute incoming mail and facilitate outgoing mail and packages

Office Administration:

• Process meeting and scheduling requests. Administer meeting room and all-staff calendars

• Book and prepare meeting rooms (mix of in-person and video conferencing) and ensure meeting rooms are always presentable and kept clean

• Order and set up breakfast, lunch, and catering as needed

• Assist with the organization of office events and cultural visits

• Keep office tidy throughout the day. Stock drinks and snacks, load and unload dishwasher

• Monitor, order, and organize inventory of office supplies and groceries and receive and unpack deliveries

• Ensure efficiency and maintenance of systems such as alarm and telephone

• Maintain and update emergency procedures, including first aid and fire warden training

• Assist staff as needed with tasks such as booking travel arrangements

• Support C-level staff as needed

• Assist with new hire onboarding and orientation

• Provide and field general office and administrative support, including working with the IT provider to assist with basic troubleshooting, running errands, and ad hoc requests

Experience & Qualifications:

• Minimum of two years of reception and/or administrative experience in a highly professional and fast-paced environment

• Strong telephone, written, and verbal communication skills

• Ability to recognize and react to changing work demands and work independently and collaboratively

• Dependable, detail-oriented, and flexible, with a strong ability to multitask

• Dedicated to the success of the entire office

• Proficiency in Microsoft Office (Word, Excel, Outlook) and web conferencing software (e.g., Zoom, GoToMeeting)

• Experience using Slack is a plus• Must be able to lift 20 pounds at times


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