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Administrative Assistant
Keeling & Associates, LLC
Keeling Associates, LLC (K&A;), a comprehensive higher education consulting firm based in New York City, seeks a proven and career-oriented administrative support professional for the position of Administrative Assistant. This is a full-time salaried position with critical responsibilities integrated into the leadership, business development, and overall client project support functions for our firm. It provides highly effective and consistent administrative support, phone reception, and office management support functions.
The successful candidate will:
- Work with the Senior Vice President/Chief of Staff and Director of Operations to support and facilitate the coordination and logistical support of client projects.
- Provide support and facilitation for internal operations, office management, and company projects.
- Perform other duties as required from time to time by the Principals.
The successful candidate will:
- Work with the Senior Vice President/Chief of Staff and Director of Operations to support and facilitate the coordination and logistical support of client projects.
- Provide support and facilitation for internal operations, office management, and company projects.
- Perform other duties as required from time to time by the Principals.
This position is responsible for four major integrated groups of tasks that are essential to the success of the company:
1. Office Support
- Perform reception duties
* competent, professional reception of incoming phone calls
* document management and filing
- Coordinate office and travel schedules and day-to-day office activities
- Assist as needed in the maintenance and updating of office equipment and technology
- Maintain company phone system and other communications tools
- Manage office supply stock and coordinate purchasing of supplies
2. Travel Planning and Coordination
- Collaborate with Senior Vice President/Chief of Staff, consulting associates, and consultants on project travel logistics
- Research, recommend, and reserve/purchase travel options using established company protocol and decision-making criteria, processes, and practices:
* airline tickets
* train tickets
* ground transportation
* hotel reservations
- Enter and update all travel plans, schedules, and reservation information in our customer and project management system; verify all entries for accuracy
- Publish travel information by project trip for traveling employees and consultants and company record keeping purposes using company designated tools and procedures as directed
- Execute flight check-ins and all pre-travel logistics
* monitor status of flights/trains/traffic and communicate changes or potential problems as required
* arrange re-bookings (e.g., in case of cancellations or inclement weather)
- Manage employee travel profiles
* preferences and membership numbers
* monitor and track travel coupons/vouchers/refunds
- Maintain travel email account(s)
* file all confirmations and receipts
* collect travel teams’ receipts, identify by project code, organize and deliver to bookkeeper
- Provide emergency travel support when needed using company provided mobile phone and communications support tools
3. Project Team Support
- Document periodic project team meetings and distribute minutes to project staff and to Principals
- Attend and document other meetings as needed
- Compile and organize documents for client project teams and prospective clients as assigned or directed
- Research various topics and articles as assigned
- Copy-edit client project document drafts as assigned
- Professionally and competently communicate with clients and prospective clients to schedule meetings and calls as needed
- Arrange multi-party phone and web-based meetings as needed
4. Event Planning
- Plan and facilitate logistics for internal company events
Examples of desired skills to perform the duties above:
Ability to focus in fast-paced busy office environment: The successful candidate should thrive in an work environment that requires frequent shifts from one task to another, possess the ability to return to and complete previous task(s) and maintain and update priorities with accuracy and aplomb.
Priority-setting and task management: The successful candidate must maintain, manage, periodically update and work from lists of priorities and tasks using company provided technology and tools.
Problem solving: In a relatively small office environment, the successful candidate will troubleshoot and resolve issues upon request to the best of their ability, with the intent of maintaining continuous and smooth operation for every other employee in the organization. This may require online research, self-training, collaboration, and/or delegation, and can sometimes require navigating the nuances of fellow employees' technical abilities and personalities. Problem solving ultimately optimizes the productivity of each individual, and thus the company as a whole.
Self-motivation: The successful candidate will be comfortable with and capable of professional self-management in a work environment that involves both collaboration and concentrated thought work. Some work tasks of this position require solitary concentration, while, others require collaboration with individuals or groups. Sufficient self-awareness and ability manage available work time and scheduling and prioritization of task completion that accounts for this complexity is an essential job requirement.
Collaborative scheduling, coordination and management of travel arrangements: The successful candidate will collaborate with and learn to anticipate the basic travel support needs of individual project team members and execute useful approaches and solutions that support team-member work effectiveness and minimize travel and project related work schedule problems.
Requirements
- Bachelor’s degree from an accredited institution of higher education
- A minimum of 3 years of work experience demonstrating a track record of outstanding success in coordination and administrative support work in an administrative assistant or professional office management or support role.
- Excellent organizational and time management skills including the ability to work under multiple deadlines while effectively managing complex and competing priorities.
- Demonstrable advanced oral, written and digital communication skills.
- Demonstrable proficiency and comfort in the use of technology, software and web-based communication tools and ability to learn and evolve as new technologies and tools become available.
- Experience with the coordination of multiple complex schedules and complex travel logistics management is desired.
- Preference will be given to candidates who meet the above criteria who also have demonstrated proficiency in copy editing and basic research and analytical skills that support the construction and organization of complex documents by our client project teams.
Compensation
Salary commensurate with qualifications and experience; K&A; offers health insurance, a FSA Plan, a 401K Plan, paid holidays, sick leave and vacation benefits.
1. Office Support
- Perform reception duties
* competent, professional reception of incoming phone calls
* document management and filing
- Coordinate office and travel schedules and day-to-day office activities
- Assist as needed in the maintenance and updating of office equipment and technology
- Maintain company phone system and other communications tools
- Manage office supply stock and coordinate purchasing of supplies
2. Travel Planning and Coordination
- Collaborate with Senior Vice President/Chief of Staff, consulting associates, and consultants on project travel logistics
- Research, recommend, and reserve/purchase travel options using established company protocol and decision-making criteria, processes, and practices:
* airline tickets
* train tickets
* ground transportation
* hotel reservations
- Enter and update all travel plans, schedules, and reservation information in our customer and project management system; verify all entries for accuracy
- Publish travel information by project trip for traveling employees and consultants and company record keeping purposes using company designated tools and procedures as directed
- Execute flight check-ins and all pre-travel logistics
* monitor status of flights/trains/traffic and communicate changes or potential problems as required
* arrange re-bookings (e.g., in case of cancellations or inclement weather)
- Manage employee travel profiles
* preferences and membership numbers
* monitor and track travel coupons/vouchers/refunds
- Maintain travel email account(s)
* file all confirmations and receipts
* collect travel teams’ receipts, identify by project code, organize and deliver to bookkeeper
- Provide emergency travel support when needed using company provided mobile phone and communications support tools
3. Project Team Support
- Document periodic project team meetings and distribute minutes to project staff and to Principals
- Attend and document other meetings as needed
- Compile and organize documents for client project teams and prospective clients as assigned or directed
- Research various topics and articles as assigned
- Copy-edit client project document drafts as assigned
- Professionally and competently communicate with clients and prospective clients to schedule meetings and calls as needed
- Arrange multi-party phone and web-based meetings as needed
4. Event Planning
- Plan and facilitate logistics for internal company events
Examples of desired skills to perform the duties above:
Ability to focus in fast-paced busy office environment: The successful candidate should thrive in an work environment that requires frequent shifts from one task to another, possess the ability to return to and complete previous task(s) and maintain and update priorities with accuracy and aplomb.
Priority-setting and task management: The successful candidate must maintain, manage, periodically update and work from lists of priorities and tasks using company provided technology and tools.
Problem solving: In a relatively small office environment, the successful candidate will troubleshoot and resolve issues upon request to the best of their ability, with the intent of maintaining continuous and smooth operation for every other employee in the organization. This may require online research, self-training, collaboration, and/or delegation, and can sometimes require navigating the nuances of fellow employees' technical abilities and personalities. Problem solving ultimately optimizes the productivity of each individual, and thus the company as a whole.
Self-motivation: The successful candidate will be comfortable with and capable of professional self-management in a work environment that involves both collaboration and concentrated thought work. Some work tasks of this position require solitary concentration, while, others require collaboration with individuals or groups. Sufficient self-awareness and ability manage available work time and scheduling and prioritization of task completion that accounts for this complexity is an essential job requirement.
Collaborative scheduling, coordination and management of travel arrangements: The successful candidate will collaborate with and learn to anticipate the basic travel support needs of individual project team members and execute useful approaches and solutions that support team-member work effectiveness and minimize travel and project related work schedule problems.
Requirements
- Bachelor’s degree from an accredited institution of higher education
- A minimum of 3 years of work experience demonstrating a track record of outstanding success in coordination and administrative support work in an administrative assistant or professional office management or support role.
- Excellent organizational and time management skills including the ability to work under multiple deadlines while effectively managing complex and competing priorities.
- Demonstrable advanced oral, written and digital communication skills.
- Demonstrable proficiency and comfort in the use of technology, software and web-based communication tools and ability to learn and evolve as new technologies and tools become available.
- Experience with the coordination of multiple complex schedules and complex travel logistics management is desired.
- Preference will be given to candidates who meet the above criteria who also have demonstrated proficiency in copy editing and basic research and analytical skills that support the construction and organization of complex documents by our client project teams.
Compensation
Salary commensurate with qualifications and experience; K&A; offers health insurance, a FSA Plan, a 401K Plan, paid holidays, sick leave and vacation benefits.
