Assistant Office Manager
EcoHealth Alliance - New York, NY

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POSITION SUMMARY AND RESPONSIBILITIES

The Assistant Office Manager in the Finance Department is a generalist position that supports the effective functioning of the office and supports various financial, administrative and programmatic initiatives at EcoHealth Alliance. The position is responsible for the efficient management of specific financial, office and facility activities.

Facility Management. Assist in maintaining EcoHealth Alliance headquarters in a professional condition, befitting an international, world-class organization. Oversee daily facility requirements regarding maintenance, repairs, cleaning services, recycling, storage, hospitality (meetings), supplies, purchasing, and similar tasks.

Reception Maintain reception services in a professional manner. Greet visitors to the office in a courteous and friendly manner. Be a welcoming voice and presence to EcoHealth Alliance visitors and callers. Be conversant with our mission, major programs and current program initiatives to articulate it to the public, visitors, newly hired staff and others. Coordinate, schedule and support conference room meetings.

Organizational Systems. Maintain and coordinate facility wide systems for telephone, mail in and out, conference room scheduling, calendaring and internal email list management, and other.
Financial Management. Enter vendor invoices into the accounts payable system, prepare and mail vendor checks, review and reconcile staff expense and credit card reports, record checks and credit card transactions, make timely bank deposits. Maintain financial department central filing system.

Human Resources. Maintain the centralized employee files including job descriptions benefit enrollment forms, support the recruitment and processing of new employees into the organization, prepare an employee packet and similar human resource functions..
Program. When requested, assist program managers with administrative needs, research, editing, expense reporting and documentation, and other activities that support our programmatic goals.

Qualifications

College degree
1-2 years+ experience in administrative work in an office environment
Experience with supply purchasing and management of office systems,
Familiar with human resource functions and activities
Familiar with financial management and accounting software with a strong focus on accounts payable management
Interest in Biological Sciences, Public Health, Sociology, environmental science is preferred
Skills

Detail oriented
Collegial work style, gracious and welcoming personality
Willingness to do hands-on facility management
Microsoft office suite-intermediate/advanced level skills
Able to manage competing priorities

APPLICATION INSTRUCTIONS

Please apply by submitting an email with a single attachment in PDF format containing (1.) a cover letter, (2.) resume/CV, (3.) two references with "Assistant Office Manager" in the subject line. Emails without the subject line or with multiple attachments will not be reviewed.

Ecohealth Alliance is an equal opportunity employer.


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