Basic Information

Job Category: Administrative/Office

Location: New York, New York, United States

Date published: 05-Aug-2022

Job type: Full Time

Description and Requirements

About the role

Executive Assistant and Admin Assistant

Zubatkin Owner Representation LLC is currently seeking an experienced Executive Assistant to join our team in New York, NY (10019) and Admin Assistant to join our team in New York, NY (10022).

Duties and Responsibilities:
Core duties and responsibilities include the following. Other duties may be assigned by management.

Executive Assistant –
  • Serve as gatekeeper responsible for answering/directing calls  
  • Liaison between project management team and clients 
  • Own and proactively manage a complex, changing and high-volume calendar • Assist Principal with time management needs
  • Handle confidential correspondence, reports and other documents 
  • Compose and edit correspondence and emails, responding in a timely manner 
  • Special projects 
  • Ad-hoc assignments on an as-needed basis 
  • Process and track monthly time and expenses 
  • Follow-up on deliverables for project teams 
  • Greet guest, visitors, clients 
Admin Assistant –
  • Heavy calendar management
  • Greet guests, visitors
  • Screen and route incoming calls
  • Compile and maintain project contact lists
  • General office assistance (client meeting set-ups, videoconferencing, supplies, etc.)
  • Compile and distribute support materials
  • Other administrative duties as may be assigned by members of our project management team
Education and Experience:

Executive Assistant –
  • Bachelor’s degree is preferred.
  • Minimum 5 to 10 years of work experience as an executive assistant.
  • Experience in real estate, construction, architecture, engineering, and management is preferred.
  • Proficient in MS Word, Excel, PowerPoint, Office Suite, etc.
Admin Assistant –
  • Bachelor's degree is preferred.
  • Minimum 3 to 5 years of work experience as an admin assistant.
  • Experience in real estate, construction, architecture, engineering, and management is preferred.
  • Proficient in MS Word, Excel, PowerPoint, Office Suite, etc.
Skills and Abilities:
  • Ability to work independently and in a team environment 
  • Strong desire to deliver high standard/quality work 
  • Confident with problem solving capabilities 
  • Excellent interpersonal skills – liaison with internal and external personnel 
  • Communicates effectively and efficiently 
  • Possesses excellent writing skills 
  • Great time management  
  • Ability to multitask and adapt to shifting priorities; Ability to prioritize work 
  • Polished appearance and presence 
  • Strong organizational skills 
  • Research savvy 
  • Must understand the critical importance of confidentiality 
Compensation and Benefits:
  • 401(k)
  • Salary commensurate experience 
  • Medical, Dental, Vision and Life Insurance
  • Paid leaves

Please submit your resume via the ‘Apply now’ button!
 
We are an Equal Opportunity Employer!