Sr. Administrative Assistant
NEWMARK

Job Info

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JOB DESCRIPTION

Under limited supervision, performs advanced administrative duties requiring broad experience, skill and knowledge of organization policies and practices for a specific department or individual.

ESSENTIAL DUTIES:

• Prepares comprehensive and complex proposals, reports, correspondence, charts, tables, graphics and other documents using various software packages.
• Researches and creates complex data and information for inclusion in reports, information packages and/or presentation materials.
• Production and distribution of monthly reports for internal and external clients, based on area of business.
• Maintains calendar of appointments for assigned staff or department.
• May directly assist in budget preparation and control activities.
• May serves as the administrative liaison with internal and external clients on administrative matters relating to purchasing, facilities, operations, etc.
• Interfaces with company personnel and outside parties to coordinate meetings, conference calls and appointments. Researches and identifies site and amenities for event partnering with vendors and in-house associates.
• Coordinates travel arrangements including air reservations, cost comparisons, scheduling options, hotel reservations, and car rental reservations. Develops travel itinerary to correspond with schedules. Verify the travel costs allocations, address discrepancies. Assists in the completion and processing of expense forms for assigned staff.
• Answers telephones providing callers with specific information, transcribing messages, and when necessary directing callers to appropriate staff or voice mail.
• Develop and maintain departmental filing & tracking systems. Includes establishing files for all written/email correspondence, project work, and reports. Coordinates off-site storage for old files.
• Ensure assigned office equipment is adequately maintained and secure. Contact and coordinate with vendors to service or repair equipment. May review vendor contracts with regard to service and research new vendor offerings.
• Provides additional support through copying, faxing, and mailing as requested by assigned staff.
• Monitor and order general office supplies as needed. Processes invoices for supply orders.
• Handle other duties as specifically designated by department.
• Maintain good working relationship with clients and employees, providing assistance or directing them to the appropriate department to resolve questions or issues

SKILLS, EDUCATION AND EXPERIENCE:

• High School diploma or General Education Degree (GED) required.
• Minimum 4 years previous related work experience.
• Ability to be creative and flexible in order to meet deadlines while working with changing priorities.
• Skilled in Microsoft Word, PowerPoint, Excel, and Outlook software.
• Excellent organizational abilities.
• Strong proofreading and editing skills.
• Excellent business vocabulary, grammar, and effective communication skills.
• Ability to maintain discretion regarding personnel and industry-related matters.
• Excellent interpersonal skills.
• Must be detail oriented to ensure accurate deliverables.
• May perform other duties as assigned.

Salary: $50,000 - $65,000 annually

The expected base salary for this position ranges from $50,000 to $65,000 annually. The actual base salary will be determined on an individualized basis taking into account a wide range of factors including, but not limited to, relevant skills, experience, education, and, where applicable, licenses or certifications held. In addition to base salary and a competitive benefits package, this position may be eligible for additional types of compensation including discretionary bonuses and other short- and long-term incentives (e.g., deferred cash, equity, etc.).

WORKING CONDITIONS: Normal working conditions with the absence of disagreeable elements

NOTE: The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.

Newmark is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law

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