Administrative Assistant Job at SmartStream Technologies in New York

Overview

Administrative Assistant role at SmartStream Technologies. Location: New York. Hybrid work arrangement: 3 days in the office.

Salary: Up to $52,400 per year, dependent on experience.

Responsibilities

• Maintaining office services by organizing office operations and procedures, reviewing and approving supply requisitions, and assigning and monitoring clerical functions.
• Handling calls, taking precise messages, and relaying information professionally; acting as gatekeeper; organizing office layout and planning reorganizations as needed.
• Maintaining stationery, IT equipment, and catering supplies; facilitating transport of marketing materials for conferences and events.
• Managing the NY office receptionist and assisting with health and safety training at the site.
• Global Travel coordination and assisting with the implementation of SmartStream’s travel provider.
• Carrying out workstation assessments for staff, providing requirements, and scheduling follow-up meetings.
• Preparing and updating the corporate calendar for Executives.
• Working with Inside Sales to qualify leads via email and calling campaigns.
• Attending tenant meetings and coordinating security, health, and safety updates within the building.
• Organizing company events such as the Christmas Party and supporting employee days.

Key Skills & Experience

• Health & Safety within the office; organizing staff training and regular testing of electrical equipment and safety devices.
• Induction support for new staff; liaising with building security and facilities.
• Meeting and greeting clients, visitors, and guests; strong diary management for meetings and room bookings.
• Post-room duties including opening mail and couriering important documents.
• Liaising with Notary firms for document apostilles and notarization.
• Supporting senior executives, heads of departments, and product managers.
• Trustworthy, discreet, articulate, honest, and hardworking; reliable and willing to go the extra mile.
• Excellent telephone, written, and verbal communication skills; ability to multitask and manage time-sensitive tasks.
• Experience coordinating events and trade shows; willingness to learn; previous office management experience; strong customer service skills.
• Strong organizational and time management skills; ability to work with versatility as part of a team.
• Proficiency in Microsoft Office applications.
• Interest in progression toward an inside sales role.

Company & Equal Opportunity

SmartStream is an equal opportunities employer. We are committed to promoting equality of opportunity and practices free from unfair and unlawful discrimination.

Job Details

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Administrative

Note: This description reflects the role and responsibilities as advertised and does not include extraneous postings or external notices.