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28 Jan 2020

Part-Time Office Assistant

Walnut Ridge Strategic Management Company – Posted by WalnutRidgeHR Brooklyn, New York

Job Description

OFFICE ASSISTANT, WALNUT RIDGE – NEW YORK

Part-time

Company Introduction:

The Walnut Ridge Brooklyn office is seeking a positive and personable Office Assistant (OA) for a part-time role for midday hours. This role is ideal for you if you’re looking for flexibility in the mornings and afternoons, during school breaks, and summers.

Walnut Ridge is a family office/holding company that supports the business, investment, non-profit philanthropic and family goals and activities of the Kanfer family, collectively referred to as Kanfer Family Enterprise (KFE).  The anchor is GOJO – inventor of PURELL® brand solutions including America’s #1 hand sanitizer – which is headquartered in Akron, Ohio.  Walnut Ridge has offices in Northeast Ohio, and Brooklyn, New York.

As the OA, you’ll work as general office help for a collegial professional team and their guests. You’ll keep the office organized, tidy, and stocked with supplies, manage meal and grocery ordering, act as a reception representative, and assist the facilities manager with facility needs. You’ll be the go-to team member for basic onsite administrative support, and you’ll work with colleagues in the Ohio office on remote and computer-based tasks.

Located in a brownstone in Park Slope, Brooklyn, the office is a unique modern space with natural light. The Brooklyn based team is a small group, and colleagues and family members from other locations work in the office regularly.

If you’re cheerful, service-oriented, proactive, organized and great at organizing, and come to each day with a can-do attitude, we want to hear from you!

Nature of the work: 

 

Support WR-NY and LKFLT teams through office assistance.  Perform administrative and office tasks, processes, systems and special projects.  Provide assistance to facilities manager.  Maintain an organized, tidy, safe and professional work environment.

Key areas of responsibility include:

Ways of Working

  • Support KFE Brooklyn office team.
  • Report to Project Manager; works with PM on managing responsibilities and performance. Receives direction from other team members.
  • Work closely with OH-based colleagues via remote communication.
  • Continuously develop ways of work with team members.
  • Maintain attention to detail, striving for error-free execution.
  • Create and maintain templates, spreadsheets and lists.
  • Anticipate needs and provide alternatives, alerts, and recommendations.
  • Create and maintain system for tracking for own work.
  • Maintain confidentiality.
  • Prioritize and re-prioritize work as arises; seek advice when faced with conflicts in priorities.
  • Work efficiently.

General Office Support

  • Provide administrative support such as shipping/mailing, copying, scanning, faxing, printing, collating, laminating, meeting room prep and break-down, phone/video conferencing, etc.
  • Greet visitors in a professional manner and direct them accordingly.
  • Provide basic technology assistance/support.
  • Coordinate office celebrations for birthdays and life-events and help with team-building activities.
  • Complete errands as delegated by team members.
  • Complete other administrative support tasks as assigned.

Office Organization & Supplies Management

  • Manage overall organization, tidiness, and space of office.
  • Manage conference room calendars and track employee and guest in/out of office schedules.
  • Manage inventory and stocking of office, cleaning, and technology supplies.
  • Coordinate office vendors and ensure smooth office logistics while vendors are on site.

Kitchen & Food Supplies Management

  • Manage daily meal ordering and set up. Make coffee as needed.
  • Manage weekly grocery ordering.
  • Manage inventory of kitchen supplies.
  • Assist with maintaining overall kitchen cleanliness.

Facilities Assistance

  • Maintain general office security, safety, and climate control.
  • Provide general facilities assistance and coordinate with Facilities Manager as needed.
  • Attend to building emergencies (e.g. plumbing, heating/cooling). Assist in resolving emergencies as directed by Facilities Manager.

Role Requirements:

Required Education and Experience

  • A minimum of 1-3 years of professional office assistance or related experience.
  • Experience in small office environments and/or family business a plus.
  • High School degree and/or certification with focus on office/business administration or equivalent required.
  • Must be fluent in speaking, reading, and writing in the English language and skilled in communicating.

Knowledge

  • Tech savvy: Microsoft Office software packages (e.g., Office365, Word, Excel, PowerPoint, Outlook, Access, Project) and other related applications.
  • Knowledge of Google/Apple tools – iPhone iOS, iPad and other mobile applications.
  • Knowledge of administrative procedures and systems such as processing systems, filing and scanning, printing, and other office procedures.
  • Kitchen safety and utensils.
  • English Language: Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • Mathematics: Knowledge of numbers, their operations, and interrelationships.

Skills

  • Written Expression: Communicate effectively in writing so that others will understand.
  • Information Organization: Find ways to structure or classify multiple pieces of information.
  • Service Orientation: Actively looking for ways to help people
  • Priority Setting: Spends his/her time and the times of others on what’s important; quickly zeros in on accomplishing a goal; eliminates roadblocks; creates focus.
  • Problem Solving: Using intentional methods of thinking through problems and arriving at resolution through information and facts.
  • Time Management: Managing one’s own time and the time of others.
  • Active Listening: Listening to what other people are saying and asking questions as appropriate.
  • Hospitality: Welcoming to others and able to make newcomers comfortable quickly and appropriately.

Abilities

  • Ability to operate general office equipment.
  • Common Sense: Sound practical judgment that is independent of specialized knowledge or training.
  • Emotional intelligence: Support relationship management through awareness and management of impact on others.
  • Anticipation: Predict future needs and take the necessary steps to fulfill or start the fulfillment.
  • Information Ordering: Correctly follow a given rule or set of rules in order to arrange things or actions in a certain order.  Includes numbers, letters, words, pictures, procedures, sentences, and mathematical or logical operations.
  • Discretion: Behaves and speaks in such a way as to avoid causing offense or revealing private information, is discerning and displays sound judgement about information that is shared and not shared and with whom; protects customer, company, and colleagues; information.
  • Planning/organizing: Priorities and plans work activities; Uses time efficiently.  Plans for additional resources; Sets goals and objectives; Organizes and schedules.
  • Professionalism: Approaches other s in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions.  Follows through on commitments.
  • Inductive Reasoning: The ability to combine separate pieces of information, or specific answers to problems, to form general rules or conclusions.  It includes coming up with a logical explanation for why a series of seemingly unrelated events occur together.
  • Deductive Reasoning: The ability to apply general rules to specific problems to come up with logical answers.  It involves deciding if an answer makes sense.

Physical Conditions of Work

  • Works in Brooklyn, NY, in an open floor plan well-heated and climate-controlled office environment. Walks up and down 4-5 flights of stairs multiple times throughout day.  Carries and moves heavy objects such as boxes, furniture/furnishings as needed; must be able to lift up to 25lbs; may stand on step ladders/ladders to reach high cabinets or assist in maintenance.  Occasionally works outside in cold, warm and/or inclement weather to attend to grounds, car and/or errands.

 

Work Schedule

  • Part-Time, 15-20 hrs./week Sept-June within core hours of 10:30 AM – 2:30 PM M-F. Part-Time, 5-10 hrs./week during summer months, typically late June-late August.  Summer hours are flexible based on needs and employee schedule.
  • Occasional schedule changes or overtime (early mornings or extended afternoons) may be needed to attend to office needs as arise. Occasional flexibility in office hours may be possible depending on office needs/schedule/busyness (e.g. during spring & winter breads).
  • Any work outside of normal working hours will be scheduled and mutually agreed upon in advances.

This is a great opportunity for the right person to join a growing family office and to be a key player in a high-energy and learning environment.

How to Apply

For consideration please submit a resume and cover letter with compensation requirements to hr@walnutridgemgmt.com. In the subject line please put Brooklyn Office Assistant & your name.

Job Categories: Administrative. Job Types: Part-Time.

Job expires in 333 days.

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