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Data Entry Clerk

NYC Cake Academy Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the Academy Department. Supports Director of Operations and head of department and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Typically reports to a head of department and/or Director of Operations.

Responsibilities:

Creating and printing flyers weekly
Answer, direct phone calls
Organize and schedule meetings and appointments
Maintain contact lists
Produce and distribute correspondence memos, letters, faxes and forms
Assist in the preparation of regularly scheduled reports
Develop and maintain a data system and website
Add new classes to the calendar
Add new classes and events online
Email customers about upcoming classes
Send class reminders with equipment needed and directions
Add Events to the calendar
Check that everything is set for events
Take attendance for classes and check against registered list
Maintain missed classes and makeup class lists
Submit and reconcile expense reports
Provide general support to visitors
Provide information by answering questions and requests
Generate reports
Handle multiple projects
Prepare and monitor invoices
Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
Maintaining supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
Contribute to team effort by accomplishing related results as needed
Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
Write letters and emails on behalf of other office staff
Cover the reception desk when required
Maintain computer and manual filing systems
Handle sensitive information in a confidential manner
Take accurate minutes of meetings
Coordinate office procedures
Reply to email, telephone or face to face enquiries
Develop and update administrative systems to make them more efficient
Resolve administrative problems
Receive, sort and distribute the mail
Answer telephone calls and pass them on
Manage staff appointments
Oversee and supervise the work of junior staff
Maintain up-to-date employee holiday records
Coordinate repairs to office equipment
Greet and assist visitors to the office
Photocopy and print out documents on behalf of other colleagues
Requirements:
Proven admin or assistant experience
Knowledge of office management systems and procedures
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem solving skills
Excellent written and verbal communication skills
Strong organizational and planning skills
Proficient in MS Office
At least 5 years of experience in the field or in a related area
High school diploma or equivalent; college degree preferred
Graphic design and social media experience preferred
Take attendance of all classes and events
Collect waivers for kids classes
Send email reminders for upcoming classes
Send out surveys when class is complete