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Company Name : HLW
Location : New York, NY 10001
Position : Executive Administrative Assistant
Job Description : HLW is a leading international full-service planning, architecture, and design firm that is building the future from skyscrapers to the workplaces of today’s most cutting-edge companies. Sustaining a successful practice for over 130 years, HLW remains a strong, innovative, and progressive organization with a diverse portfolio of projects across broadcast and media, financial corporations, technology, academic institutions, multi-family, and mixed-use buildings. The firm’s mission is to question the norm, design with passion, and build what’s next. Be part of a global, collaborative culture that fosters creativity and innovation. For more about HLW’s culture and thought leadership, visit our website www.hlw.com.*Executive Administrative Assistant*Roles & ResponsibilitiesPosition SummaryResponsible for providing scheduled, proactive and as-needed support to two Managing Partners, CFO and the Managing Director of the New York office.The position is full time, Monday thru Friday 8:30 am to 5:30 pm; 3 days in the office, 2 days remote*Reporting Structure*Position reports to Managing Partner-In-Charge of OfficesJob ResponsibilitiesSupport Managing Partner, CFO, and Director of NY Office initiativesProvide solutions to spontaneous needsSchedule meetings and meeting prep as neededHelping to maintain calendars for Managing Partner and Director of NY OfficeComplete registrations for webinars and conferences; track of accrued credits for licensure and general scheduling and maintaining recordsAttending and preparing meeting minutes for the monthly Team One meetingsTrack and communicate visiting staff travel for each HLW office and managing global calendar for Partners, Principals and Associate PrincipalsResearching places and making restaurant reservations for business lunches, internal team dinners, and offsite eventsExpense reportsRenewing architectural licenses and memberships in the state of NY and around the country for the Managing Partners and Managing DirectorKeeping track of credit card purchase and monthly reconciliation spreadsheetsFiling documents and drawings on the DOB (Department of Buildings) databaseAssisting with signing and sealing of architectural drawingsRole QualificationsThe ideal candidate is organized and had the ability to multi-task.Must have experience using Microsoft Office (Word, Excel, Outlook, PowerPoint)3-5 years of experience coordinating schedules or in a similar role is requiredAbility to interact with all personality types in a fast-paced environmentUnderstanding the expectations and importance of confidentialityJob Type: Full-time
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