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administrative assistant coordinator

Confidential Company

<div>
 <p>
  Location - Midtown Manhattan - 4 days in-office
 </p>
 <p>
  Typically 9am - 5pm
 </p>
 <p>
  <br/>
 </p>
 <p>
  Overview
 </p>
 <p>
  We are seeking a highly organized and detail-oriented
  <strong>
   Administrative Assistant/Scheduling Coordinator
  </strong>
  to support senior leadership with a primary focus on
  <strong>
   interview scheduling and candidate coordination
  </strong>
  . This role is critical to ensuring a seamless, professional experience for candidates, clients, and internal stakeholders by managing complex calendars, coordinating interviews across multiple time zones, and maintaining clear, proactive communication.
 </p>
 <p>
  <br/>
 </p>
 <p>
  The ideal candidate thrives in a fast-paced environment, is meticulous with details, and excels at juggling priorities while maintaining a polished and professional demeanor.
 </p>
 <p>
  <br/>
 </p>
 <p>
  Key Responsibilities
 </p>
 <p>
  Interview Scheduling &amp; Coordination
 </p>
 <ul>
  <li>
   Coordinate and schedule
   <strong>
    high-volume interviews
   </strong>
   across multiple stakeholders, including executives, hiring managers, candidates, and clients
  </li>
  <li>
   Manage
   <strong>
    complex calendars
   </strong>
   , often with last-minute changes or competing priorities
  </li>
  <li>
   Schedule virtual, in-person, and multi-round interview processes
  </li>
  <li>
   Handle rescheduling, cancellations, and urgent changes with professionalism and speed
  </li>
  <li>
   Prepare and send interview confirmations, calendar invites, agendas, and logistics
  </li>
  <li>
   Ensure candidates receive timely instructions, links, and directions
  </li>
 </ul>
 <p>
  <br/>
 </p>
 <p>
  Process &amp; Coordination Excellence
 </p>
 <ul>
  <li>
   Partner closely with internal teams to align availability and priorities
  </li>
  <li>
   Identify opportunities to improve scheduling workflows and efficiency
  </li>
  <li>
   Maintain a high-touch, white-glove candidate experience
  </li>
  <li>
   Ensure consistency, accuracy, and professionalism in all communications
  </li>
 </ul>
 <p>
  <br/>
 </p>
 <p>
  Executive &amp; Administrative Support
 </p>
 <ul>
  <li>
   Provide day-to-day administrative support to senior executives or recruiters
  </li>
  <li>
   Act as a primary point of contact for scheduling-related communication
  </li>
  <li>
   Track interview status and maintain accurate scheduling records
  </li>
  <li>
   Support meeting preparation, follow-ups, and documentation as needed
  </li>
  <li>
   Maintain confidentiality and discretion with sensitive information
  </li>
 </ul>
 <p>
  <br/>
 </p>
 <p>
  Requirements
 </p>
 <p>
  2-10+ years of admin and/or scheduling experience
 </p>
 <p>
  Bachelor degree highly preferred
 </p>
 <p>
 </p>
</div>


Administrative Assistant/Scheduling Coordinator - Asset Management Firm (# 3515278)

Mount Sinai Health System

<div><b>Description</b><p>
The Administrative Coordinator is responsible for administrative and office service activities such as purchasing, payroll, records control and human resources for the head of a department, care center or division. This individual is expected to oversee 1-2 administrative direct reports, and typically reports to a division head, vice president or higher-level executive.</p><b><br>
Responsibilities</b><ul><li>
Coordinates all activities for Physician.</li><li>
Accurately maintains daily schedule daily schedule for all clinical, academic and administrative responsibilities.</li><li>
Responsible for handling telephone calls, and taking accurate messages and routing them accordingly.</li><li>
Keeps track of Physician&rsquo;s dictations, ensuring transcription is returned from typing service in the time frame agreed upon, ensures any dictation errors are corrected and signed by Physician before they are placed in accordion folder for filing by medical records clerk.</li><li>
Utilizes EPIC to make necessary appointment changes and generate patient letters as needed to reflect and accurate schedule.</li><li>
Screens all telephone calls, taking accurate thorough messages (whenever possible handles messages independently) routes messages to Physician or if applicable Physician Assistant.</li><li>
Schedules all ancillary appointments for patients and obtains all pre-certifications if needed. Ensures that the Physician or Physician Assistant is given all ancillary results when they are received.</li><li>
Contacts patients to arrange and book surgery dates. Provides patients with all pre-surgical instructions (surgical packets) as necessary.</li><li>
As appropriate, coordinates all prescription refill requests.</li><li>
Arrange and assist patient with outside services as necessary (transportation, rehab, home health)</li><li>
Completes all Worker&rsquo;s Compensation, No Fault, and Out of Work/School letters. All forms must be completed and signed by Physician in a timely fashion. If needed please indicate forward and identify areas for Physicians to complete.</li><li>
Completes all paperwork for check requests and forwards them to the appropriate person.</li><li>
Submits for all travel requests and check requests for reimbursements</li><li>
Cross covers other secretaries</li><li>
Other duties as assigned.</li></ul><br>
<b>
Qualifications</b><ul><li>
Bachelors Degree or equivalent combination of applicable</li><li>
5 years related administrative or business experience required. Some supervisory experience preferred. experience and education</li></ul><p></p><p><br>
Non-Bargaining Unit, 845 - Orthopaedics - ISM, Icahn School of Medicine</p><b><br>
Employer Description</b><p><b>
Strength through Unity and Inclusion</b></p>
<p>
The Mount Sinai Health System is committed to fostering an environment where everyone can contribute to excellence. We share a common dedication to delivering outstanding patient care. When you join us, you become part of Mount Sinai&rsquo;s unparalleled legacy of achievement, education, and innovation as we work together to transform healthcare. We encourage all team members to actively participate in creating a culture that ensures fair access to opportunities, promotes inclusive practices, and supports the success of every individual.</p>
<p>
At Mount Sinai, our leaders are committed to fostering a workplace where all employees feel valued, respected, and empowered to grow. We strive to create an environment where collaboration, fairness, and continuous learning drive positive change, improving the well-being of our staff, patients, and organization. Our leaders are expected to challenge outdated practices, promote a culture of respect, and work toward meaningful improvements that enhance patient care and workplace experiences. We are dedicated to building a supportive and welcoming environment where everyone has the opportunity to thrive and advance professionally. Explore this opportunity and be part of the next chapter in our history.</p>
<p><b>
About the Mount Sinai Health System:</b></p>
<p>
Mount Sinai Health System is one of the largest academic medical systems in the New York metro area, with more than 48,000 employees working across eight hospitals, more than 400 outpatient practices, more than 300 labs, a school of nursing, and a leading school of medicine and graduate education. Mount Sinai advances health for all people, everywhere, by taking on the most complex health care challenges of our time &mdash; discovering and applying new scientific learning and knowledge; developing safer, more effective treatments; educating the next generation of medical leaders and innovators; and supporting local communities by delivering high-quality care to all who need it. Through the integration of its hospitals, labs, and schools, Mount Sinai offers comprehensive health care solutions from birth through geriatrics, leveraging innovative approaches such as artificial intelligence and informatics while keeping patients&rsquo; medical and emotional needs at the center of all treatment. The Health System includes more than 9,000 primary and specialty care physicians; 13 joint-venture outpatient surgery centers throughout the five boroughs of New York City, Westchester, Long Island, and Florida; and more than 30 affiliated community health centers. We are consistently ranked by U.S. News &amp; World Report's Best Hospitals, receiving high &quot;Honor Roll&quot; status, and are highly ranked: No. 1 in Geriatrics, top 5 in Cardiology/Heart Surgery, and top 20 in Diabetes/Endocrinology, Gastroenterology/GI Surgery, Neurology/Neurosurgery, Orthopedics, Pulmonology/Lung Surgery, Rehabilitation, and Urology. New York Eye and Ear Infirmary of Mount Sinai is ranked No. 12 in Ophthalmology. U.S. News &amp; World Report&rsquo;s &ldquo;Best Children&rsquo;s Hospitals&rdquo; ranks Mount Sinai Kravis Children's Hospital among the country&rsquo;s best in several pediatric specialties. The Icahn School of Medicine at Mount Sinai is ranked No. 11 nationwide in National Institutes of Health funding and in the 99th percentile in research dollars per investigator according to the Association of American Medical Colleges. Newsweek&rsquo;s &ldquo;The World&rsquo;s Best Smart Hospitals&rdquo; ranks The Mount Sinai Hospital as No. 1 in New York and in the top five globally, and Mount Sinai Morningside in the top 20 globally.</p>
<p><b>
Equal Opportunity Employer</b></p>
<p>
The Mount Sinai Health System is an equal opportunity employer, complying with all applicable federal civil rights laws. We do not discriminate, exclude, or treat individuals differently based on race, color, national origin, age, religion, disability, sex, sexual orientation, gender, veteran status, or any other characteristic protected by law. We are deeply committed to fostering an environment where all faculty, staff, students, trainees, patients, visitors, and the communities we serve feel respected and supported. Our goal is to create a healthcare and learning institution that actively works to remove barriers, address challenges, and promote fairness in all aspects of our organization.</p><p><b><br>
Compensation</b></p><p>
The Mount Sinai Health System (MSHS) provides salary ranges that comply with the New York City Law on Salary Transparency in Job Advertisements. The salary range for the role is $66482.07 - $74250 Annually. Actual salaries depend on a variety of factors, including experience, education, and operational need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.</p></div>

Administrative Coordinator - Orthopedics

Defense Holdings, Inc.

<div><p>Defense Holdings, Inc. (DHi)<br>
Location: Hybrid (US)<br>
Employment Type: Full-Time<br>
Department: Administration / Operations<br>
Reports To: Operations Manager / Director of Administration</p>
Company Overview<p>
Defense Holdings, Inc. (DHi) is a trusted provider of innovative solutions and mission-critical services supporting U.S. defense, federal, and commercial clients. We are committed to operational excellence, integrity, and delivering results that strengthen national security and organizational performance.</p><p>
At DHi, our people are our greatest asset. We foster a collaborative, performance-driven environment where professionals are empowered to grow, innovate, and make meaningful contributions.</p>
Position Summary<p>
Defense Holdings, Inc. (DHi) is seeking a proactive and detail-oriented Administrative Project Coordinator to support internal project teams by managing schedules, tracking deliverables, coordinating meetings, and maintaining project documentation. The ideal candidate will assist in project execution and ensure administrative workflows are efficient and accurate.</p><p>
This role requires strong organizational and communication skills, attention to detail, and the ability to manage multiple initiatives in a fast-paced, government contracting environment.</p>
Key ResponsibilitiesProject Coordination<p>
Track project timelines, milestones, and deliverables.<br>
Schedule and coordinate project meetings and workshops.<br>
Maintain accurate project documentation and records.</p>
Administrative Support<p>
Assist project managers with administrative tasks and reporting.<br>
Prepare presentations, reports, and correspondence for leadership.<br>
Support cross-functional teams in meeting project goals and deadlines.</p>
Reporting &amp; Compliance<p>
Generate project status reports and performance metrics.<br>
Ensure documentation aligns with internal policies and regulatory standards.<br>
Assist with audits or compliance reviews related to project administration.</p>
Cross-Functional Collaboration<p>
Work with operations, program management, and administrative teams to ensure smooth project execution.<br>
Support process improvement initiatives for administrative and project workflows.</p>
Required Qualifications<p>
Bachelor&rsquo;s degree in Business Administration, Project Management, or related field.<br>
2&ndash;4 years of experience in project coordination, administrative support, or operations.<br>
Proficiency in Microsoft Office Suite and project management tools.<br>
Strong organizational, communication, and interpersonal skills.<br>
Ability to manage confidential information responsibly.</p>
Preferred Qualifications<p>
Experience supporting government contracting or defense projects.<br>
Familiarity with multi-project tracking and workflow management.</p>
Core Competencies<p>
Integrity &amp; Confidentiality<br>
Attention to Detail<br>
Analytical Thinking<br>
Interpersonal Communication<br>
Organizational Skills<br>
Adaptability &amp; Initiative</p>
Work Environment<p>
Professional office environment (or hybrid/remote if applicable).<br>
May require occasional travel.<br>
Must be eligible to work in the United States.<br>
Ability to obtain and maintain security clearance may be required.</p>
Compensation &amp; Benefits<p>
Defense Holdings, Inc. (DHi) offers a competitive compensation package including:</p><p>
Competitive base salary (commensurate with experience)<br>
Medical, Dental, and Vision Insurance<br>
401(k) with company match<br>
Paid Time Off (PTO) and Holidays<br>
Life and Disability Insurance<br>
Professional development opportunities</p>
Equal Opportunity Employer Statement<p>
Defense Holdings, Inc. (DHi) is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other protected characteristics in accordance with applicable laws.</p></div>

Administrative Project Coordinator

CMC:Berkshires

<div>Description:
<p><b><i>
CMC: </i></b><b><i>Center for Motivation &amp; Change</i></b><b> has been providing compassionate, collaborative and expert evidence-based treatment for people struggling with substance problems for the last 10 years. CMC:Berkshires is our private 15-bed residential treatment center located on 200 acres in the Berkshire Mountains of Western Massachusetts. We are driven by optimism about people&rsquo;s capacity to change and by our commitment to the science of change.</b></p><p><b>
Position Summary</b></p><p>
The Administrative Coordinator supports the daily administrative operations of the program, ensuring that documentation systems, administrative workflows, and operational logistics run smoothly. This role maintains client documentation systems, coordinates administrative processes across departments, and assists with client billing coordination and tracking in collaboration with the program&rsquo;s finance and bookkeeping teams. The position performs administrative support functions under the direction of program leadership and supports documentation practices consistent with program policies and regulatory requirements. Weekend administrative coordination and operational support are required to maintain program continuity.</p><p></p><b><br>
Essential Responsibilities</b><ul><li>
Maintain administrative systems used for program operations, including documentation systems, billing platforms, and program management software.</li><li>
Upload, organize, and maintain client records and assist with chart completion and chart-closing processes.</li><li>
Maintain program materials, treatment binders, office supplies, and the clinical resource library.</li><li>
Coordinate shipping, receiving, and weekly purchasing of client sundries.</li><li>
Maintain client accounts in the property management system (RoomKey) and enter ancillary client charges and payments.</li><li>
Assist with tracking client receivables and processing client payments.</li><li>
Serve as liaison with insurance advocates regarding authorizations, claims, and reimbursements.</li><li>
Receive and route vendor invoices and coordinate billing inquiries with vendors and the bookkeeping team.</li><li>
Provide weekend administrative coordination and assist with schedule adjustments, admissions logistics, and general program support.</li></ul><b>
Compliance &amp; Confidentiality</b><ul><li>
Maintain confidentiality of client and program information in accordance with HIPAA and 42 CFR Part 2.</li><li>
Handle documentation and records in accordance with program policies and applicable licensing standards, including BSAS requirements.</li><li>
Support accurate administrative recordkeeping for internal reviews, insurance audits, and regulatory inquiries.</li><li>
Report documentation discrepancies or potential compliance concerns to program leadership.</li></ul>
Requirements:<p><br>
</p><b>Qualifications</b><ul><li>
Five + years of administrative or office coordination experience preferred.</li><li>
Strong organizational skills and attention to detail.</li><li>
Strong customer service skills.</li><li>
Ability to multi-task and work independently.</li><li>
Proficiency with common office software and administrative systems to include Google Workspace.</li><li>
Ability to maintain confidentiality of client and financial information.</li><li>
Experience in healthcare, behavioral health, residential treatment, or hospitality environments is strongly preferred.</li><li>
Weekend availability (remote access).</li></ul><b>
Preferred Experience</b><p>
The ideal candidate will have experience in one or more of the following environments:</p><ul><li>
Behavioral health, healthcare, residential treatment, or hospitality programs.</li><li>
Administrative coordination involving client records, scheduling systems, or documentation management.</li><li>
Work involving insurance authorization processes, client billing coordination, or program administration.</li><li>
Roles requiring high levels of organization, discretion, and multi-system administrative work.</li><li>
Experience supporting clinical or treatment program operations is strongly preferred.</li></ul><b>
Physical Demands</b><p>
This position is primarily office-based and requires extended computer use and occasional lifting of office materials (up to approximately 25 pounds).</p><b>
Disclaimer</b><p>
This job description describes the general nature of the role and is not intended to be a complete list of all duties. Additional responsibilities may be assigned as needed.</p><p><b>
Benefits</b></p><p><b><i>
CMC: Center for Motivation &amp; Change</i></b> offers excellent benefits to include:</p><ul><li>
Competitive Pay</li><li>
Medical, Dental, Vision, Life, Short Term Disability for Benefit-Eligible Employees</li><li>
401K</li><li>
Employer Match 401K</li><li>
Flexible Spending Account (FSA)</li><li>
Paid Time Off (PTO)</li><li>
Provided Chef-Prepared Meals at No Cost to Employee</li><li>
Access to Fitness Center</li><li>
Discounted Massage/ Body Work</li><li>
Beautiful Rural Work Setting</li><li>
Opportunities for Advancement</li></ul></div>

Administrative Coordinator

LTIMindtree

<div><b>Role description</b><p><br>
We are seeking a Department Coordinator to support multiple department function and leads. The role requires someone with integrity a desire to be a righthand to forge professional partnerships with dynamic executives&rsquo; teams. Our ideal candidate is upbeat flexible poised as well as confident when working with clients&rsquo; senior leaders and coworkers in a professional approachable and positive manner. The ability to multitask effectively is a must</p><br>
<p></p>
<p>
Your Day-to-day</p>
<ul>
<li>Coordinate high level meetings and events for the New York office and other locations as needed including scheduling agenda preparation gathering and coordinating presentation assets logistics space planning and catering for both internal and external meetings</li>
<li>Attend meetings as required to distribute agendas capture accurate meeting minutes and document action items</li>
<li>Track action items follow-ups and deadlines proactively recommend next steps to ensure timely completion</li>
<li>Oversee and manage organization wide communications through designated Slack channels and email distribution lists</li>
<li>Serve as the primary point of contact for department specific coordination including conference room reservations Mission Gratitude initiatives and birthday shoutouts</li>
<li>Partner closely with Department Executive Assistants and other administrative professionals to support cross functional initiatives</li>
<li>Conduct research on specialized or ad hoc topics to support departmental and organizational needs</li>
<li>Build and maintain an internal network of Executive Assistants Coordinators Facilities and other key stakeholders</li>
<li>Identify opportunities to improve administrative processes communication workflows and meeting efficiency</li>
<li>Copy scan file track and maintain business documents and communications with a high degree of accuracy and confidentiality</li>
<li>Perform additional duties and responsibilities as assigned</li></ul><br>
<p></p>
<p>
Qualifications</p>
<p>
What you bring to the team</p>
<p>
You have</p>
<ul>
<li>Bachelor&rsquo;s degree or equivalent training and experience</li>
<li>Technically savvy with 3 years administrative experience</li>
<li>Experience working with teams focusing on creative and production</li>
<li>Proficient in Gmail other Google products and Microsoft Office suite</li>
<li>Highly organized self-starter with ability to prioritize multiple tasks at once</li>
<li>Strong analytical and interpersonal skills that thrives in a fast-paced team setting</li>
<li>Skilled in working in both a team environment as well as independently</li></ul><br>
<p></p>
<p>
You might also have</p>
<ul>
<li>Experience and good understanding of the digital TV and dotcom world</li>
<li>Interest in brand and partnership growth marketing</li>
<li>Experience in media entertainment or production environment</li>
</ul><br>
<b>Skills</b><p><b><br>
Mandatory Skills : </b>Administrative exp, MS Suite, coordination, catering meetings</p><b><br>
Benefits</b><br>
Compensation range: $35,000.00 to $38,000.00 per year<br>
<b>About LTM</b><br>
LTM is an AI-centric global technology services company and the Business Creativity partner to the world&rsquo;s largest and most disruptive enterprises. We bring human insights and intelligent systems together to help clients create greater value at the intersection of technology and domain expertise. Our capabilities span integrated operations, transformation, and business AI &mdash; enabling new ways of working, new productivity paradigms, and new roads to value. Together with over 87,000 employees across 40 countries and our global network of partners, LTM &mdash; a Larsen &amp; Toubro company &mdash; owns business outcomes for our clients, helping them not just outperform the market, but to Outcreate it. Please also note that neither LTM nor any of its authorized recruitment agencies/partners charge any candidate registration fee or any other fees from talent (candidates) towards appearing for an interview or securing employment/internship. Candidates shall be solely responsible for verifying the credentials of any agency/consultant that claims to be working with LTM for recruitment. Please note that anyone who relies on the representations made by fraudulent employment agencies does so at their own risk, and LTM disclaims any liability in case of loss or damage suffered as a consequence of the same. Recruitment Fraud Alert - https://www.ltimindtree.com/recruitment-fraud-alert/</div>

Office Administrator / Department Coordinator

Cooley LLP

<div><div>Cooley is seeking a temporary Practice Group Marketing Assistant - Business to join the Marketing and Business Development team.</div><div></div><div>
Position summary: Under the supervision of the Practice Group Marketing Manager (Business), the Marketing Assistant will work closely with other marketing team members to support business development and marketing activities for designated practice groups, sectors and/or geographic markets. The primary goal is to drive revenue through supporting the administrative aspects of new business opportunities and client expansion programs, including pitches and proposals, events and sponsorships, key client initiatives, and sales pipeline management. Specific duties and responsibilities include, but are not limited to, the following:</div><div></div><div>
Position responsibilities:</div><ul><li><div>
Enter and update bio, practice group and experience records in databases</div></li><li><div>
Maintain Salesforce data, including create and update leads, opportunity, referral account records and campaigns, maintain mailing lists, and generate data reports</div></li><li><div>
Synthesize and analyze opportunity records and deal history for targeting efforts</div></li><li><div>
Maintain public companies client list</div></li></ul><ul><li><div>
Create and update logo slides</div></li><li><div>
Support edits to pitch documents</div></li><li><div>
Download and format bios</div></li><li><div>
Draft opportunity details to be tracked within Salesforce</div></li><li><div>
Win/loss follow-up</div></li><li><div>
Act as editorial coordinator for the Business Department&rsquo;s Microsoft Teams channel</div></li><li><div>
Perform content audits, updates and drafting for Cooley.com</div></li><li><div>
Act as project &amp; deadline calendar coordinator</div></li><li><div>
Coordinate with secretaries and/or practice team assistants to calendar various partner/marketing calls</div></li><li><div>
Provide event support, particularly as it relates to attendee intel</div></li></ul><ul><li><div>
All other duties as assigned or required</div></li></ul><div></div><div>
Skills and experience:</div><div>
Required:</div><ul><li><div>
After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications</div></li><li><div>
Available to work overtime, as required</div></li></ul><div>
Preferred:</div><ul><li><div>
Bachelor&rsquo;s Degree, preferably in business, communication, marketing, or related field</div></li><li><div>
Proficiency in Salesforce and Foundation</div></li></ul><div></div><div>
Competencies:</div><ul><li><div>
Acute attention to detail</div></li><li><div>
Excellent oral and written communication and proofreading skills</div></li><li><div>
Ability to prioritize, multi-task, work under pressure, meet deadlines efficiently and maintain flexibility</div></li><li><div>
Ability to work independently</div></li><li><div>
High level of initiative, diplomacy and tact</div></li><li><div>
Professional demeanor</div></li></ul><div></div><div>
Cooley offers a competitive compensation and is committed to fair and equitable employment practices. EOE.</div><div></div><div>
The expected hourly pay range for this position is $28.00 - $34.00. Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate.</div></div>

Practice Group Marketing Assistant - Business

Phillips Auctioneers LLC

<div><p><b>PRIMARY</b><b> </b><b>FUNCTION</b></p><br>
<p></p>
<p>
In the capacity as Administrator, position is responsible for the administration for all Watches sales in New York and supporting Watches sales in Geneva, Hong Kong, and London. In this capacity, the position will act as a liaison on behalf of the Watches department for both internal and external clients with a focus on handling consignment contracts, shipping, accounting for property inventory and supporting issues surrounding client account settlement. This role is also required to work in partnership with a Senior Administrator and Shipping Coordinator, and directly with the Head of Sale, Watches to manage and organize all day-to-day activities, and work on specific administrative, financial, or logistical tasks as required.</p><br>
<p></p>
<p>
The Administrator will also support the production of the New York Watches catalogues, assisting the Specialists as needed in research, ordering extracts, liaising with the photography studio and watchmakers, and administering after sales efforts including invoicing clients and shipping watches.</p><br>
<p></p>
<p>
In the capacity of Executive Assistant, this position will work directly with the Deputy Chairman, Head of Watches Americas, based in New York, with dotted line to the Head of Sale, Watches, Americas, to coordinate and support a range of administrative, financial, and logistical responsibilities to ensure a smooth running of the office and client transactions in the Americas.</p><br>
<p></p>
<p>
This role is tailored toward a candidate who has a strong interest in learning about Watches and the auction market, and already has a background in administrative duties and client-facing experience, with the ultimate goal of growing their career within the Watches Department for Phillips. This role requires a high degree of organization, meticulous attention to detail, proactivity, multi-tasking and discretion. Phillips values a workforce with a wide variety of experiences, backgrounds and skills, so we encourage you to apply even if you do not meet all of the qualifications.</p><br>
<p></p>
<p><b>
DUTIES AND RESPONSIBILITIES</b></p><p></p><p><b><br>
Sale Coordination</b></p>
<ul>
<li>Issue client contracts for upcoming sales and after sales and record data using internal systems as required.</li>
<li>Support NY auctions and participate in telephone bidding and any other duties as required.</li>
<li>Organize and coordinate sale activities including client views, condition report dispatch, and bidding registrations.</li>
<li>Facilitate digital catalogue production with exacting attention to lot order, estimates, symbols, property titles and copy proofing.</li>
<li>Maintain and actively manage a high-volume sale by tracking and updating master excel list and consignor files.</li>
<li>Support Head of Americas, Head of Sale, and Senior International Specialist as required, including but not limited to: tracking pending consignments; tracking and ensuring marketing promises are executed; assisting with the catalogue and exhibition layouts; and setting up pre-sale meetings.</li></ul><p></p><p><b><br>
Inventory Management &amp; Shipping</b></p>
<ul>
<li>Account for and manage all inventory.</li>
<li>Manage import and export paperwork.</li>
<li>Organize shipments for both consignors in preparation for the sale and after the sale for eventual buyers as required and liaise with shipping partner and other departments/locations as necessary.</li>
<li>Support Senior Administrator and Shipping Coordinator in the organization of international exhibition tours and carnets</li>
<li>Coordinate trips to watchmaker as needed</li></ul><br>
<p></p>
<p><b>
Department Management</b></p>
<ul>
<li>Collaborate with individuals within the sale team, support departments and other sale administrators globally within the organization, making sure to appropriately escalate and problem solve where necessary.</li>
<li>Organize and support business getting campaigns, valuation days, and events with Phillips staff.</li>
<li>Maintain Department files, Excel files and internal client databases.</li>
<li>Serve as a viewing assistant for all exhibitions</li>
<li>Schedule appointments and meetings, liaising with clients and specialists</li>
<li>Provide one‐to‐one support for the department by fielding mainline phone calls, answering basic questions in a professional manner and liaising with Phillips Specialists and Support Departments where necessary.</li>
<li>Provide departmental administrative support including scanning, filing, overall department organization, and ordering office supplies</li>
<li>Other duties as assigned by management.</li></ul><br>
<p></p>
<p><b>
Executive Assistant</b></p>
<ul>
<li>Act as an extension of the Deputy Chairman and Head of Watches, Americas office, serving as liaison between Phillips&rsquo; top clients to ensure a seamless experience, in addition to working on all administrative and office duties as necessary.</li>
<li>Make travel arrangements as requested, utilizing the approved travel agency, and adhering to company travel guidelines.</li>
<li>Submit expense reports, using the standard platform and adhere to the timescales defined by the finance team.</li>
<li>Coordinate all aspects of Head of Watches&rsquo; calendar and communications for external and internal needs, including: scheduling meetings, responding to various requests, calls, and invitations.</li>
<li>Coordinate regularly with Client Strategy and Business Development to receive targeted client data, and work closely with the NY Watches Team on client outreach, visit planning, and follow-up.</li>
<li>Foster and maintain a fluency in Phillips&rsquo; internal systems.</li>
<li>Liaise with Head of Sale and Senior Administrator and other individuals within the company to manage consignments and ensure a smooth transaction process for clients.</li>
<li>Assist with sales preparation and client management including registering new client accounts, obtaining and filing sensitive client identification documents, completing bid registration forms, and supplying sale materials to clients.</li>
<li>Work on-site at auctions and special events, as required, which will periodically involve evening and weekend working.</li>
<li>Perform any other ad‐hoc duties as requested.</li></ul><br>
<p></p>
<p><b>
PROFESSIONAL SKILLS AND EXPERIENCE</b></p><br>
<p></p>
<ul>
<li>Computer literate and proficient in Microsoft Office Software (Excel, Outlook, Word and PowerPoint), required.</li>
<li>A minimum of one year&rsquo;s work experience in a similar role, preferred.</li>
<li>Some experience in a client or customer-facing role, preferred.</li>
<li>Interest in watches and/or the luxury market, preferred.</li></ul><br>
<p></p>
<p><b>
EDUCATION AND TRAINING</b></p><br>
<p>
</p><ul><li>Bachelor&rsquo;s degree or equivalent experience.</li>
<li>A background in Watches is desirable.</li>
<li>International languages: desirable, particularly French, Spanish, German, Italian, Mandarin, or Cantonese.</li></ul><br>
<p></p>
<p><b>
PERSONAL ATTRIBUTES</b></p><br>
<p></p>
<ul>
<li>Outstanding client-relations/client service and presentation skills</li>
<li>Ability to communicate in a professional manner with a wide variety of international clients and internal colleagues including written and verbal communication.</li>
<li>Excellent time management skills with the ability to work under pressure and prioritize to meet strict deadlines</li>
<li>Ability to work independently and collaboratively on a team.</li>
<li>Ability to deal effectively and efficiently with multiple tasks</li>
<li>Proactive with excellent organizational skills</li>
<li>Meticulous attention to detail</li>
<li>Ability to work professionally with all other areas within the business.</li>
<li>Ability to handle confidential information discreetly and responsibly.</li>
<li>Ability to learn Phillips&rsquo; internal programs, systems and software.</li></ul><br>
<p></p>
<p><b>
WORKING CONDITIONS</b></p><br>
<p></p>
<ul>
<li>Work is undertaken primarily within an office environment in our 432 Park Avenue New York City location</li>
<li>Flexibility with working hours including some evenings and weekends</li></ul><br>
<p></p>
<p><b>
ADDITIONAL INFORMATION</b></p><br>
<p></p>
<ul>
<li>The hourly pay range for the role is $19.23-21.63 per hour.</li></ul></div>

Administrator & Executive Assistant, Watches

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