Senior Administrative Assistant

Location: New York, NY (44th Street and 8th Avenue)

Reports to: Chief Financial Officer, North America

The Senior Administrative Assistant position is a dual role, functioning both as an office manager, and an Executive Assistant to various executives, primarily the COO and the North American Managing Director. The ideal candidate should be self-disciplined and confident in an ad hoc environment, friendly, thorough, and detail-oriented, with the ability to oversee multiple short- and long-term tasks to completion with minimal supervision.

You will be responsible for all office related business activities, and support the executives in an administrative capacity.

The position has high visibility and involves executive-client interaction. It requires an intelligent, mature and discreet individual.

You must be comfortable with monitoring office emails and be available by phone during non-working hours as needed.

Responsibilities:

Senior Administrative Assistant

The Senior Administrative Assistant coordinates the executives’ meetings, and works closely with them on internal and external written communication. You will also assist other worldwide CAST executives on a need-basis.

· Heavy calendar management; accurately manage executive calendars

· Setting up meetings and making travel arrangements, domestic and international

· Written and oral communications with outside contacts (e.g., other executive assistants)

· Review and proofread written executive communications

· Preparation of expense reimbursement reports .

Office management

You will oversee all of CAST’s day-to-day office operations, both internal and external facing.

• Maintain inventory levels and order office and kitchen supplies
• Reception – greet visitors, receive deliveries, answer phones, and distribute mail
• Prepare new hires’ desks, phone, supplies, keys etc.
• Maintain and update the office seating chart
• Order food for high-profile meetings and ensuring conference rooms are tidy
• Work closely with building management and outside vendors on facility issues – office & equipment
• Administer corporate mobile phone account
• File HR and finance paperwork
• Other projects as assigned

Requirements:

A mix of Executive Assistance and Office Administration experience (4+ years), preferably in a small office environment

• Advanced knowledge in the use of MS Outlook, Word and Excel
• Ability to Prioritize activities and strong multi-tasking capabilities
• Strong organizational skills
• Superior written and verbal presentation and communication skills
• Detail-oriented, meticulous, highly accurate
• High degree of self-motivation and self-management
• Ability to work independently toward stated business goals
• Friendly, upbeat, pleasant demeanor; a strong relationship builder that is welcoming and helpful, with a great customer oriented attitude
• College degree preferred;
• A proactive problem-solver
• Able to thrive in a dynamic, fast-changing environment
• A “no task is too small” attitude
• Strong work ethic, flexibility and availability depending on business needs