Administrative Assistant (Long Island)

A DAY IN THE LIFEResponsible for the facilities' day-to-day operationsGreet and welcome staff and guests, provide door coverage, ensure office security systems are in place and used, oversee daily visitors/calendars, manage conference room bookings, and be responsible for mail/courier ingoing and outgoing and sorting and distribution of daily mail/deliveriesSupervising the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of the office, opening and closing the kitchen daily, maintaining office plants, and weekly walk-around checklists to maintain a clean and safe office environmentSharing building memos, procuring parking permits, and communicating with property management for general maintenance requestsMaintained, budgeted, negotiated, and renewed suppliers for office contracts and all general office invoices.Maintain a maintenance schedule for office equipmentCarry out service reviews regularly and prepare annual cost-saving exercisesMonitor and check the validity and accuracy of utility bills, office invoices, and IT invoicesMaintains budgets, stock lists, and orders office supplies as neededAssists in planning and arranging events, including organizing cateringArranges meetings by scheduling appropriate meeting times, booking rooms, and planning refreshmentsArrange travel and accommodations for internal staffKeep updated records of office expenses and costsAssist the Finance team with expenses, invoices, checks, purchase orders, and reconciliation of monthly credit card statements. To assist HR and IT with the new starters process, preparing for new employeesParticipate as needed in additional special department projectsAbility to lift and move items up to 50 lbs.WHAT IS IN IT FOR YOU$30 USD hourlyClear path for career advancement Job stability and leadership support of developmentAffordable health, dental and vision insurance plans401K retirement savings plan with generous employer match!Life insurancePaid maternity/paternity leave20 days to start vacation time and more earned each year  Paid sick time12 paid public holidaysAdditional paid leave for your birthday, wedding, moving house, holiday shopping and more