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Jobs at Times Square Alliance (Now Hiring) — 1 open

Times Square Alliance logoTimes Square Alliance

Administrative/Office Assistant

New York, New York, United States · On-site

$24/hr–$26/hr

Mid level

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Skills: Microsoft Office Suite, Word, PowerPoint, Excel, Outlook

Times Square Alliance logo

Administrative/Office Assistant

Times Square Alliance

New York, New York, United States • On-site

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Mid level

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  • $24/hr–$26/hr
  • Full-time
  • Posted 43d ago
  • ~40 hrs/week

Responsibilities

Provides administrative support to the People & Culture department and executive leadership, including guest reception, call routing, and mail distribution. Manages HR-related tasks such as payroll emails, onboarding, record keeping, and coordinating board meetings.

Requirements

Requires 2 to 3 years of administrative experience and proficiency in Microsoft Office Suite. Candidates must demonstrate strong communication skills, discretion, and the ability to work under pressure in an office environment.

Full job description

The Administrative/Office Assistant is a team member of the People & Culture department. 

Under the supervision of the Senior Vice President, People & Culture, the job responsibilities of the Administrative/Office Assistant include:

  • Greeting guests & visitors to the Times Square Alliance and directing them to the appropriate people
  • Answering calls and directing them to appropriate staff and departments
  • Receive, sort and distribute mail throughout office (e.g. USPS, FedEx, UPS), as well as accepting office deliveries and notifying recipients
  • Assist the People & Culture Department with record keeping, invoices, HRIS, biweekly payroll email, talent acquisition and onboarding, reconciling expense report, planning and execution of employee appreciation events and other special projects
  • Assist Vice Presidents/Director of Executive Office with administrative functions, which may include scheduling, filing, faxing, preparing correspondence and performing other clerical functions
  • Entering and maintaining data from non-assessment revenue/sales contracts; reconciling contract amounts with the finance department; and run fiscal year reports; monthly, quarterly and as needed
  • Maintaining marketing materials at front reception area and maintaining newspaper and magazine archive
  • Set up and break down of meeting spaces, equipment and technology to include, setting up virtual meetings, i.e. Zoom, Teams, Webex
  • Assist with Board meeting preparation and during meetings
  • Administrative support for Diversity, Equity, Inclusion & Belonging (DEIB) Council
  • Taking minutes for various meetings
  • Assist with ordering office supplies
  • Assist with maintenance of office equipment
  • Assisting with special projects as assigned
  • Substitute for President’s calendar and other administrative functions when Director, Executive Office is out

Qualifications/Skills:

  • At least 2 to 3 years administrative experience
  • Proficient with Microsoft Office Suite: Word, PowerPoint & Excel and Outlook
  • Must exercise discretion, confidentiality, and judgment
  • Shows enthusiasm, initiative and is a team player
  • Pays attention to detail
  • Excellent communication skills both verbal and written
  • Comfortable interacting with the public via the phone and in person
  • Must have confidence, a positive attitude and the ability to thrive under pressure

This is in a non-remote position, in office only.

Salary range: $24.00 – $26.44 per hour, non-exempt

The Times Square Alliance is an equal opportunity employer. All qualified candidates are encouraged to apply.

Related keywords

Microsoft OfficeHRISPayrollTalent AcquisitionOnboardingExpense ReportsZoomTeamsWebexDEIBAdministrative AssistantOffice ManagementData EntryClerical FunctionsExecutive Support

About Times Square Alliance

LinkedInVisit site
Industry
Non-profit Organizations
Company size
51-200 employees
Founded
1992
Headquarters
New York, NY
LinkedIn followers
5,705

Times Square Alliance, founded in 1992, works to improve and promote Times Square. In addition to providing safety and sanitation services, the Alliance coordinates many major events in Times Square including New Year’s Eve, manages an Information Center and advocates on behalf of its constituents with respect to a host of public policy, planning and quality-of-life issues.

Offices: 1560 Broadway, Ste 800, New York, NY 10036, US

Business Improvement District and TourismNon ProfitAssociation
View all jobs at Times Square Alliance

About Times Square Alliance

LinkedInVisit site
Industry
Non-profit Organizations
Company size
51-200 employees
Founded
1992
Headquarters
New York, NY
LinkedIn followers
5,705

Times Square Alliance, founded in 1992, works to improve and promote Times Square. In addition to providing safety and sanitation services, the Alliance coordinates many major events in Times Square including New Year’s Eve, manages an Information Center and advocates on behalf of its constituents with respect to a host of public policy, planning and quality-of-life issues.

Offices: 1560 Broadway, Ste 800, New York, NY 10036, US

Business Improvement District and TourismNon ProfitAssociation
View all jobs at Times Square Alliance

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