Vacancy Name
Administration Assistant
Vacancy Reference
VN2397
Location Country
United States
Location City
New York
Description
SmartStream, a global software and managed services provider to the world's top banks, asset managers, custodians and broker-dealers, has an excellent position available for an Office Manager out of our New York Office.
Job Responsibilities
•Office/ facilities management for New York
•Maintaining office services by organizing the office operations and procedures, reviewing, approving supply requisitions, assigning, and monitoring clerical functions.
•Navigating calls, taking precise messages, and relating these in a professional manner.
Gatekeeper.
Organizing the office layout, and planning of office reorganization.
•Maintaining supplies of stationery, IT equipment and catering requirements for staff.Facilitating the transport of marketing goods for conferences and events.
•Managing our NY office receptionist and assisting with any health and safety training needed at this site.
•Global Travel coordinator role, helping to implement the new travel provider for SmartStream.
•Carrying out workstation assessments on all staff, and providing the necessary requirements, and their follow-up meetings.
•Preparing and updating the corporate calendar for all Executives.
•Work with Inside Sales to qualify leads through email and calling campaigns
•Attending tenant meetings, security, health, and safe updates within the building.
Organisation of Company Christmas Party and assist in company employee days.
Key Skills
•Health & Safety within the office.
Organize staff training for health and safety.
Arrange regular testing for electrical equipment and safety devices.
•Provide support for the induction of new staff.
•Liaise with building security and facilities within the building.
•Meeting and greeting clients/visitors/guests and making them comfortable.
•Diary management for meetings/meeting rooms, general housekeeping.
•Post room duties, from opening post, to couriering important documents.
•Liaising with Notary firms to facilitate document apostilles and notarization.
•Supporting all the Senior Executives, Heads of Departments and Product managers.
•Trustworthy, and discreet.
•Diligent,
•Articulate, honest and hard working.
•Reliable and willing to go the extra mile.
•Event planning.
•Good telephone skills
•Ability to juggle many time sensitive tasks at the same time
•Ability to work with event and trade show organizers to facilitate participation
•Willingness to learn
Desirable Skills
•Good customer service skills internally and externally.
•Organisational and time management skills,
•Multitasking and leadership skills.
•Problem solving.
•Personable and a team player, and able to work with versatility.
•Strong competency in using Microsoft office applications.
•Oral and written communication skills.
•Possible eye towards movement into an inside sales role
Qualifications
No formal qualifications required.
Experience
Previous experience of office management is required
Employment Type
Permanent
Benefits
•Competitive salary
•Company 410k scheme matching up to 5% of salary
•Private medical insurance
•Dental and vision coverage
•Life assurance
•Short-term and long-term disability coverage
Equality Statement
SmartStream is an equal opportunities employer.
We are committed to promoting equality of opportunity and following practices which are free from unfair and unlawful discrimination.