The Assistant Company has been retained by a high-profile Greenwich Executive to find a RELIABLE full-time family assistant / administrative assistant to work out of the home office of their Greenwich estate and their New York property when needed. This position will report to the household manager. Starting salary is $35 per hour. THIS IS A TEMP POSITION THAT COULD TURN PERM. NO PHONE CALLS PLEASE.
- MUST BE ABLE TO START ASAP
- MUST BE ABLE TO COMMUTE TO GREENWICH AND MANHATTAN PROPERTIES
- MUST LIVE WITHIN 30 - 40 MINUTES OF THE ESTATE (Zip code: 06870)
- MUST BE EXTREMELY FAMILIAR WITH EXCEL
- MUST HAVE BOOKKEEPING EXPERIENCE: CREDIT CARD RECONCILIATION, EXPENSE REPORTS, ETC.
Position Summary:
Performs administrative and support functions for the Greenwich and Manhattan administrative teams and the Director of Property Operations. Hours: M-F 9am - 5:00pm. (no weekends)
Essential Duties and Responsibilities:
- Manages the office effectively and efficiently
- Maintains order and organization within the office and tasks that are being assigned
- Keeps errands and drivers’ tasks organized to ensure efficient operations
- Inspects security logs and reports shortcomings or issues to Director of Property Operations
- Helps oversee property and property staff and reports issues to the Director of Property Operations
- Drafts reports/correspondence for the Director of Property Operations including project updates, staff inquires, action items needing attention
- Enforces directives in the absence of the Director of Property Operations
- Records messages, completes logs, and notifies appropriate parties
- Prepares and ensures outgoing packages, and notifies appropriate parties of outgoing packages
- Indicates updated status of incoming packages and notifies appropriate parties
- Secures credit card, assigns to proper parties, and maintains receipts
- Ensures sign-in procedures are followed
- Updates calendar according to itineraries, and notifies appropriate personnel
- Oversees logs and checklists for houses, mileage, phone calls, housekeeping, maintenance, landscaping, and office activities.
- Ensures required logs are maintained, and copies and files document to maintain accurate recordkeeping
- Performs general housekeeping duties in the Office area
- Complies with company policies and procedures
- Performs other duties as needed
Education and Experience:
- High school diploma or equivalent
- Three years of experience in office administration
- Or combination of equivalent experience, education, and training
Skills:
- Proficient use of MS Office Products and Apple Devices
- Experience using Quicken application
- English speaking, writing, and reading comprehension; active listening; organization; coordination; and attention to detail
Working Conditions and Environment:
- Intermittently lift, carry, push, and pull up to 30 pounds
- Frequently see, sit, balance, grasp, and have repetitive use of arms, wrists, hands, and fingers
- Occasionally talk and hear
- Intermittently stand, stoop, bend, twist, crouch, kneel, crawl, walk, climb stairs and ladders, operate foot and hand controls, squeeze, and reach above shoulders
- Exposure to electrical equipment, low to medium noise levels, and indoor and outdoor temperatures of heat and cold
- Frequent use of computer
- Long or odd hours, as needed