Job Description
-Complete administrative and receptionist duties such as answering and directing phone calls, incoming mails, outgoing mails, making copies, responding to emails, maintaining files, & greeting staff and visitors.
-Maintain the office including but not limited to reception area and conference rooms at pristine condition.
-Monitor and approve bills for all office/home vendors; research new vendors and negotiate contracts as needed.
-Purchase, stock & organize office supplies.
-Maintain and update inventories of items such as gifts, books, DVDs, media, company devices (laptops and phones), etc.
-Research and assist in gift buying, gifts customization and gift wrapping.
-Maintain organization and storage of all things in office.
-Maintain calendar, including updating calendar with all details for events and meetings, making reservations, etc.
-Prepare and arrange personal and business travel; coordinate and develop itineraries for all travel.
-Coordinate and accompany Chair & CEO and/or Honorary Chairman to special events occasionally.
-Oversee and manage hosting of special events both locally and overseas, from start to finish, including but not limited to guest list, invitations, catering/venue, photographer, local transportation, seating chart, program, media outreach, news clipping, etc.
-Onboarding of new employees and off-boarding of ex-employees.
-Manage and troubleshoot simple IT-related issues, including but not limited to managing office 365 accounts as admin, printers, copiers, fax machine, phones, etc.
-Liaise with IT contractor to troubleshoot advanced technical issues, e.g.: software, hardware and/or network.
-Provide additional executive/personal assistance to Chair & CEO and Honorary Chairman as needed.
-Manage driver’s weekly schedule.
-Set, monitor and confirm appointments.
-Ad-hoc project management as needed.
Qualifications:
-Mandarin Chinese proficiency in speaking, reading and writing.
-Bachelor’s Degree, plus at least 3 years of experience in an office environment.
-Excellent written and verbal communication skills, ability to write business correspondence and other documents in a timely, clear and concise manner.
-Must possess accuracy, thoroughness, attention to detail, and follow through until task is complete.
-Must be exceptionally organized with demonstrated ability to track everything and maintain good records.
-Positive and professional demeanor at all times. – No task is too small.
-Ability to thrive in a small, friendly, and collaborative office in NYC.
-Trustworthy and principled a must.
-Must demonstrate poise, tact, judgement, and a high level of confidentiality & discretion.
-Demonstrated ability to solve problems in a detail-oriented and methodical manner.
-Proactive, resourceful, and creative problem solver and remains flexible/open to change
-Ability to plan and execute multiple projects efficiently while under pressure.
-Fast learner who excel in unfamiliar tasks.
-Self-starter who can find tasks and projects to improve the status quo.
-A drive for learning, personal growth and achievement.
-Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
-Capacity to troubleshoot simple IT-related issues.
-Proficiency in Photoshop and video editing software, preferred but not required.
-Must have permanent legal working status in the US
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
Ability to commute/relocate:
- New York, NY 10165: Reliably commute or planning to relocate before starting work (Required)
Education:
Experience:
- Microsoft Office: 3 years (Preferred)
Language:
Work Location: One location
Job Type: Full-time
Pay: $55,000.00 - $70,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Application Question(s):
- Detail-oriented
- Are you able to commute to and work in the midtown office Monday - Friday, 9am - 6pm?
Education:
Experience:
- Microsoft Office: 3 years (Preferred)
- Administrative experience: 1 year (Preferred)
Language:
Work Location: In person