Office Administrator

Architectural Design firm located in Flatiron District, Manhattan is seeking to hire a Temp to Perm Executive Personal Assistant to support one of the firm's Partners. This position will start ASAP, require 5 days in office. Hours 9:00am-6:00pm, availability for OT as needed.Essential Duties and Responsibilities: As an Office Manager, you will provide high level administrative support to the President and Executive Assistant (EA) to the President, as well as to Program staff as needed. This position will also assist with day-to-day operations of the Foundation and will serve as the direct liaison to several third-party vendors. The following are the core responsibilities: Provide administrative support to the EA and serve as a back-up for scheduling appointments, maintaining calendars, organizing meetings, arranging travel, preparing documents, and reconciling expenses to the President Serve as office point of contact for incoming inquiries from mail, email and phone Answer and screen phone calls; directs caller to the appropriate personnel and forward accurate messages to staff Organize logistics for Board Meetings Assist in preparation and dissemination of Board books and Board materials as needed Maintain Foundation's inter-office calendar and attendance records Coordinate and communicate with vendors and venues Coordinate and set up meetings and luncheons held at the Foundation Order office supplies and maintain office supply inventory Arrange for required maintenance and replacement of office equipment Oversee office maintenance, including cleaning service, storage and security Assist with hiring and onboarding interns Manage general jobs inbox Assist with any other projects as neededDesired Qualifications, Education and Experience: B.S. degree preferred along with a minimum of one year of relevant office experience working as an Administrative Assistant Previous experience in the non-profit sector and an interest in the Foundation's philanthropic objectives preferred Prior experience with calendar management Relevant experience using online document management systems, expense reporting and online Board meeting portals Necessary Knowledge, Skills, Abilities: Excellent communication skills both oral and written and the ability to communicate with diplomacy and discretion Proficient all in aspects of the MS Office Suite Strong organizational skills Working knowledge of office machinery (PC, printer, copy machine, etc.) Ability to work in an environment of tight deadline and changing priorities High level of motivation and initiative Ability to work as part of a diverse, cross-functional team Capacity for growth and assuming greater responsibilitiesCompensation/Benefits: DOE up to $55K-60K baseBeacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.Company Profile:Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.Learn more about Beacon Hill Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.beaconhillstaffing.com. We look forward to working with you.Beacon Hill. Employing the Future (TM)