ADMINISTRATIVE ASSISTANT at HLB in New York, New York

Job Description:

Horton Lees Brogden Lighting Design (HLB) is an internationally recognized design firm focused on architectural lighting for both interior and exterior environments. We are inspired by the artistry of light and its impact on the natural and architectural environment. We strive to infuse our core values of artistry, legacy, curiosity, balance, and integrity into every project.

We are seeking a dynamic Administrative Assistant to join our award-winning team who are inspired by our values, seek to learn and in turn teach others, respect, value, and promote the integrity of our work, care about the impact we make in people's lives, and are responsive to our ever-changing world.

Description
The Administrative Assistant will support the New York office of HLB Lighting Design and may provide virtual support to other HLB offices. This position will report to the local Principals.

This full-time, hands-on position is perfect for you if you are detail-oriented, energetic, and self-motivated individual who works well in a team or individually. You must have excellent written and oral communication, be able to work in a fast-paced deadline-driven atmosphere and have exceptional time management and organizational skills. Proficiency in Microsoft Office is required. Previous experience using Deltek Vantage Point Client Relationship Management (CRM) software, Adobe InDesign or Adobe Photoshop to support an office is desirable.

Some duties that this role will be asked to perform include, but are not limited to:

Coordinate and oversee daily activities within the office
Ensure office is clean and organized
Greet visitors and provide assistance as needed
Answer telephones and direct callers to appropriate individuals
Order and stock all office supplies and snacks
Receive, sort, and distribute incoming mail and packages
Prepare outgoing mail and packages
Coordinate and oversee vendor presentations and organize office lunches
Coordinate special events/office celebrations
Assist Accounting with accounts receivables/collections and manage petty cash
Assist with tracking of project contract status in the firm's Deltek Vantage Point database (on the job training will be provided) for Principals
Provide support for Marketing, Accounting, and Human Resources (mailings, filing, data-entry, administrative tasks) as needed while maintaining a high level of confidentiality.
Provide support to senior team members (expense reports, correspondence, trip coordination, and calendar management)
Coordinate with IT and printing vendor to monitor and maintain office equipment
Coordinate office maintenance and general repair
Assist with special/ad hoc projects as needed