Reception/coordinator - PT

Actalent • New York, NY • 2h ago

Seeking an Administrative Assistant for a prominent Architecture firm in NYC!

PART TIME (3 days a week)

Job Description

We are seeking an experienced and detail-oriented Administrative Assistant to join our dynamic team in an architecture firm. This role is crucial in supporting daily operations by performing various administrative tasks and ensuring smooth office functionality. The ideal candidate will be adept at multitasking and capable of working independently in a fast-paced environment.

Responsibilities

Schedule meetings, client follow-ups, appointments, and site visits.

Coordinate office needs and provide general administrative support.

Assist the Director and Executive Assistant with various tasks.

Prepare meeting agendas and assist with meeting set-up and clean-up, including ordering lunch and taking minutes as required.

Schedule and organize activities such as meetings, travel, conferences, and interviews.

Answer phones, distribute mail, and process expense reimbursements for assigned staff.

Perform desktop publishing activities for reports, correspondence, and presentations.

Support other teams, such as Marketing, with various administrative tasks.

Provide back-up coverage for reception on a regular basis as needed.

Essential Skills

High school education; college level preferred.

Typically 2+ years of related experience.

Proficiency in MS Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.

Strong interpersonal skills and the ability to interact with all levels of staff.

Ability to maintain confidentiality and adhere to business ethics.

Clear, concise, and professional communication skills both verbally and in writing.

Proactive problem-solving and collaboration skills.

Ability to prioritize tasks to meet multiple deadlines and handle last-minute changes.

Ability to work on multiple projects simultaneously.

Additional Skills & Qualifications

Customer service, data entry, scheduling, project coordination, and office coordination experience.

Proficient in administrative support and Microsoft Office, including Excel.

Experience with payroll and expense processing.

Demonstrates professionalism with a positive and collaborative attitude.

Awareness and appreciation for cultural values, including quality, innovation, learning, and growth.

Skilled in fostering collaborative professional relationships.

Commitment to sustainable work practices and fostering a green workplace.

Work Environment

Join an architecture firm of 50 people where you will work in an open space office, greeting visitors at your own desk. Enjoy a beautiful workspace with a nice kitchen. This is a part time role.

Job Type & Location

This is a Contract to Hire position based out of New York, NY.

Pay and Benefits

The pay range for this position is $20.00 - $25.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a hybrid position in New York,NY.

Application Deadline

This position is anticipated to close on Jan 30, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing due to a disability, please email actalentaccommodation@actalentservices.com (%20actalentaccommodation@actalentservices.com) for other accommodation options.

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