We are currently supporting a large EPC company in their search for a Department Assistant to join their awesome team in New York City!
The Department Assistant is responsible for providing administrative support to the three Commercial business lines within the Global Facilities Global Practice to ensure smooth daily operations. This role collaborates with department management to deliver administrative services aligned with departmental and business line objectives. Acting as a central point of contact for the team, the Department Assistant handles various administrative tasks.
Responsibilities:
Coordinate with department and project teams to facilitate effective communication and departmental management.
Address inquiries related to the department by conducting research and providing accurate responses.
Assist in organizing monthly department meetings, including scheduling and preparing necessary materials.
Plan, arrange, and oversee on-site and off-site meetings for the department, such as team-building activities, training sessions, stakeholder meetings, and management reviews. This includes booking conference rooms, arranging catering, and preparing materials.
Coordinate internal training sessions and vendor lunch-and-learns.
Support new hires during the onboarding process.
Prepare various communications, including emails, meeting agendas, and minutes.
Handle sensitive and confidential information with discretion.
Address department-related issues and complaints, such as resource allocation, workspace assignments, and supplies, ensuring resolutions are obtained.
Maintain office supply inventory.
Assist in scheduling travel arrangements and submitting expense reports for management.
Perform other duties as assigned.
Requirements:
High School Diploma/GED required; College degree preferred.
Previous office/clerical experience preferred.
Advanced knowledge of Microsoft Word, Excel, Access, and PowerPoint required.
Proficiency in Microsoft Outlook.
Exposure/knowledge of Adobe Creative Suite
Ability to work independently, demonstrating accuracy, reliability, and problem-solving skills.
Excellent organizational skills, attention to detail, and verbal and written communication skills.
Ability to multitask effectively.
Demonstrated professionalism and effective communication with individuals at all levels within and outside the organization (e.g., clients, vendors, business partners, community leaders).
Approachable, positive, and possesses an upbeat attitude.