Administrative/Office Assistant

The Administrative/Office Assistant is a team member of the People & Culture department. 

Under the supervision of the Senior Vice President, People & Culture, the job responsibilities of the Administrative/Office Assistant include:

• Greeting guests & visitors to the Times Square Alliance and directing them to the appropriate people
• Answering calls and directing them to appropriate staff and departments
• Receive, sort and distribute mail throughout office (e.g. USPS, FedEx, UPS), as well as accepting office deliveries and notifying recipients
• Assist the People & Culture Department with record keeping, invoices, HRIS, biweekly payroll email, talent acquisition and onboarding, reconciling expense report, planning and execution of employee appreciation events and other special projects
• Assist Vice Presidents/Director of Executive Office with administrative functions, which may include scheduling, filing, faxing, preparing correspondence and performing other clerical functions
• Entering and maintaining data from non-assessment revenue/sales contracts; reconciling contract amounts with the finance department; and run fiscal year reports; monthly, quarterly and as needed
• Maintaining marketing materials at front reception area and maintaining newspaper and magazine archive
• Set up and break down of meeting spaces, equipment and technology to include, setting up virtual meetings, i.e. Zoom, Teams, Webex
• Assist with Board meeting preparation and during meetings
• Administrative support for Diversity, Equity, Inclusion & Belonging (DEIB) Council
• Taking minutes for various meetings
• Assist with ordering office supplies
• Assist with maintenance of office equipment
• Assisting with special projects as assigned
• Substitute for President’s calendar and other administrative functions when Director, Executive Office is out

Qualifications/Skills:

• At least 2 to 3 years administrative experience
• Proficient with Microsoft Office Suite: Word, PowerPoint & Excel and Outlook
• Must exercise discretion, confidentiality, and judgment
• Shows enthusiasm, initiative and is a team player
• Pays attention to detail
• Excellent communication skills both verbal and written
• Comfortable interacting with the public via the phone and in person
• Must have confidence, a positive attitude and the ability to thrive under pressure

This is in a non-remote position, in office only.

Salary range: $24.00 – $26.44 per hour, non-exempt

The Times Square Alliance is an equal opportunity employer. All qualified candidates are encouraged to apply.