Opening: Administrative Assistant

Job Title: Administrative Assistant

Reports To: HR Manager

Department: HR & Administration

The primary responsibility of the Administrative Assistant is to assist with the administrative and secretarial duties of the group/office. Provide administrative support in the company’s New York office to ensure smooth execution of company goals. Duties include general clerical work, project-based work, some translation, occasional event assistance, and overall efforts to project a professional company image through in-person and phone interactions.

• Type correspondence, meeting minutes, compile required documents in standard company format, etc.
• Develop and maintain filing system.
• Order and maintain office supplies and machinery.
• Answer telephones, take messages, screen and handle routine items.
• Process incoming mail and sort for priority. Distribute, route and handle items as directed.
• Arrange for travel, hotel, and car reservations.
• May assist in the maintenance and update of accounting reports.
• Assists in the preparation, compilation and distribution of monthly reports.
• Have knowledge of company organization, policies, practices and personnel in order to carry out responsibilities
• Manage office and building access to new and former employees and guests
• Perform changes to the phone system and IT
• Coordinate with vendors for office maintenance
• Respond to urgent needs of colleagues

• Two-year business and/or secretarial school.
• 2 to 5 years of work experience.
• Excellent proofreading and grammar skills required.
• Proven ability in planning, organizing and implementing work priorities.
• Proven ability to meet deadlines, carry through assignments and exhibit accuracy and neatness.
• Proven ability to interact, develop and maintain a positive working relationship with personnel on all levels, both within the company and with clients.
• Bi-lingual in English and Chinese; good understanding and demonstration of professional office manners Proficiency in operation of standard office equipment.