| Job Information |
A top firm in Manhattan is seeking an Operations & Junior Presentations Specialist.
This position offers an exciting and rare opportunity to work closely with and learn from different departments.
This individual’s primary role will be to assist the Sr. Graphic Designer in various marketing materials. This person will also assist in managing employee events and activities that promote and drive the firm’s culture and values. This is a key position that will help our Operations team function at peak effectiveness.
Ideal candidates will be highly motivated to succeed, resourceful, a team player, friendly, and able to work with a variety of employees across the firm. This role requires a self-starter with a proactive mindset who can take ownership of projects or tasks.
RESPONSIBILITIES:
1)Provide support to Sr. Graphic Designer
•Format PowerPoint documents within brand guidelines on a quarterly basis
•Ensure all materials produced are using our branding style, format, and color scheme
•Work within Excel and our internal database to retrieve backup information for presentation
•Maintain and ensure all marketing materials receive proper approvals before distribution
2)Provide administrative assistance to C-level executives (COO, CFO, and General Counsel):
•Manage complex calendars
•Answer all incoming calls, take messages, and communicate time-sensitive information
•Light travel coordination, including ground transportation, hotels, flights, and expense reimbursements
•Prepare materials for meetings and presentations including agendas, hand-outs etc.
•Print, scan, and copy a range of documents, as needed
3)Provide support to the HR & Operations department:
•Provide clerical and operational support to Human Resources & Operations staff
•Provide reception desk coverage as needed
•Draft Human Resources communications with accuracy
•Assist the Human Resources department with ad-hoc projects
•Prepare and modify documents including correspondence, reports, drafts, memos, and emails
•Event Planning
Coordinate venue bookings, catering and reservations for meetings/events such as monthly board meetings, annual sales off-site meeting, and Baron Investment Conference
Assist in coordinating company social events with HR and Event Planning Team such as holiday and summer party and philanthropy events
•Assist with the management of the facility cleaner/assistant – only if hire speaks Spanish
QUALIFICATIONS:
Education/Experience
•Bachelor’s degree
•2-4 years of experience in equivalent of office/administrative experience
•Outlook calendaring and email management
Knowledge and Skills
•Proficiency in MS Office (PowerPoint, in particular). High level experience in PowerPoint, Excel, and Acrobat. For example: Create new: tables, charts, text box, connector lines, Align objects, and Work within a PPT template
•Excellent time management skills and ability to multi-task and prioritize work
•Attention to detail and problem-solving skills
•Strong written and verbal communication, administrative, and organizational skills
•High level of integrity and discretion in managing confidential or sensitive information.
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