Administrative Assistant - New York, United States - WangaWoman

Description

Location: Hybrid, New York

Position Type: Contract, 10-15 hours per week

Travel Required: Yes

Pay: Starting at $22; pay commensurate with experience

WangaWoman LLC is a dynamic and innovative company seeking an experienced Administrative Assistant to join our team in New York. We are looking for a dedicated professional who can manage administrative duties and support our team efficiently.

Key Responsibilities:

As the Administrative Assistant at WangaWoman LLC, you will be integral to our team, handling a diverse array of tasks to maintain operational efficiency. Your role will require strong organizational skills, effective communication, and the ability to multitask in a fast-paced environment. You will be responsible for supporting our team through various administrative duties, contributing significantly to our organization's smooth functioning and success.

• Provide administrative support to ensure efficient office operations.
• Maintain digital filing systems.
• Schedule appointments and manage calendars for staff, including making travel arrangements.
• Coordinate logistics for meetings, including room setup, catering, on-site event/talent management, and meeting coordination.
• Check P.O. Box and deliver incoming mail and packages to staff.
• Respond to emails and other digital queries and correspondence.
• Draft and edit letters, reports, and other documents.
• Input and update information in databases and spreadsheets.
• Prepare meeting agendas and take meeting minutes.
• Use word processing, spreadsheet, and presentation software to create and edit documents.
• Research as requested and compile and summarize information for reports or presentations.
• Present a positive and professional image for the organization.

Key Competencies:

• Effective Communication: Manage written communications, ensuring clarity, professionalism, and adherence to grammar standards.
• Decision Making and Problem Solving: Assess information, make informed decisions, and develop solutions for organizational tasks and challenges.
• Client Service: Provide excellent support to internal and external clients, managing interactions and requests with promptness and efficiency.
• Accountability: Demonstrate responsibility for actions and outcomes, delivering work on time and upholding organizational standards.
• Team Work: Collaborate effectively with colleagues, align individual efforts with team objectives, and contribute to team success.
• Confidentiality: Safeguard sensitive information, implement security measures, and adhere to confidentiality protocols.
• Planning and Organizing: Set objectives, manage resources, and create workflows to efficiently accomplish tasks and projects.
• Attention to Detail: Ensure accuracy and thoroughness in tasks and documents, maintaining organized records and documentation.
• Technology Acumen: Utilize office software, manage data, and employ digital communication tools effectively.
• Fiscal and Resource Management: Plan and optimize resource allocation, manage expenses and develop strategies for efficient resource utilization.

Preferred Competencies:

• Industry/Job Knowledge and Skill Application: Maintain an understanding of the organization's products, services, and industry trends, ensuring compliance with regulations and maintaining professional networks.

Educational Background:

• High school diploma or equivalent required.
• Associate's or bachelor's degree preferred in Business Administration, Communication, or related fields.
• Certified Administrative Professional (CAP), Microsoft Office Specialist (MOS) and/or similar certification is preferred.

Experience:

• Three years of experience as an Administrative Assistant is required.
• Experience as an Executive and/or Personal Assistant is highly preferred.

Soft Skills:

• Empathy, patience, and a sense of humor are essential for creating a positive and supportive work environment.

Physical Demands:

• Ability to perform office-related tasks, including operating computers and other office equipment.
• Capability to manage occasional physical activities like lifting objects and moving materials.

Additional Requirements:

• Must have computer, mobile phone, and reliable internet connection.
• Willingness, ability, and means to travel locally, nationally, and internationally as required.
• Ability to office remotely as well as work onsite in various locations.