Administrative and Client Services Associate (Remote + Office) at Molaprise New York, NY

Administrative and Client Services Associate (Remote + Office) job at Molaprise. New York, NY. Job Description Job Description Molaprise is seeking an Administrative Assistant and Client Services Associate to join our team in New York. We are a small but growing technology firm located in NYC. The ideal candidate for this job will be able to manage administrative functions and handle several duties (HR/ Administrative and Client Services Functions), with a strong eye for detail. We are looking for an individual who is efficient and has the ability to multitask while focusing on supporting executives, human resources, and client services functions. If you are resourceful, an all-rounded person, and comfortable with taking the lead without day-to-day, please consider our requirements below: 1. Email, Phone, Calendar Management and Meeting Coordination 2. Customer Service and Client Requests Support 3. Mailing and Correspondence: 4. Administrative HR Support: 5. Executive Assistance: 6. Reporting and Documentation: 7. Problem Solving: Responsibilities • Assist in the development and integration of policies that support and promote the desired organizational culture and goals for the future. • Supporting a senior executive daily involves a wide range of activities to ensure their operations run smoothly. Here's an outline of the key activities you would include in this role: • Monitor and manage the executive's email inbox, including prioritizing, responding to routine emails, and flagging urgent messages. • Sort and categorize emails to streamline the executive's responses and actions. • Draft and send emails on behalf of the executive when necessary. • Maintain and update the executive's calendar with appointments, meetings, and important deadlines. • Schedule meetings, interviews, and events while considering the executive's availability. • Send calendar invitations and reminders to all relevant parties. • Coordinate and schedule meetings for the executive, both internally and externally. • Prepare meeting agendas and materials in advance. • Arrange for meeting venues, conference calls, or video conferencing facilities as needed. • Attend meetings with the executive, take notes, and follow up on action items. • Act as the primary point of contact for client inquiries and requests. • Respond promptly to client communications, addressing their needs and concerns. • Coordinate and follow up on client requests, ensuring timely resolution. • Maintain a high level of professionalism and customer satisfaction in all interactions. • Answer and screen phone calls for the executive, handling routine inquiries and transferring important calls. • Take messages and ensure that the executive receives important call details promptly. • Manage incoming and outgoing mail, packages, and courier services. • Prepare and send mail, documents, and packages on behalf of the executive. • Ensure that correspondence is organized, tracked, and filed appropriately. • Assist with various administrative tasks such as data entry, document preparation, and filing. • Keep office supplies stocked and order new supplies as needed. • Help with travel arrangements, including booking flights, accommodations, and transportation. • Proactively support the executive in their day-to-day tasks and priorities. • Anticipate the executive's needs, assist with time management, and help optimize their workflow. • Maintain confidentiality and discretion in handling sensitive information. • Prepare reports, spreadsheets, and presentations as requested by the executive. • Maintain records and documentation related to client interactions and meetings. • Compile and summarize information for the executive's review. • Address unexpected issues and challenges that may arise during the day. • Provide support for human resource functions during the hiring and onboarding of employees, Payroll, Timesheet Management (ADP), Manage schedules, collaborate, and execute responsibilities. • Collaborate with other team members to find solutions and ensure seamless operations. • These activities collectively ensure that the senior executive receives comprehensive support, enabling them to focus on strategic tasks and achieve their professional goals. • Assist and coordinate with Travel • Effective communication, organization, and adaptability are essential for success in this role. • Maintain a log of important phone calls and follow up as necessary. Qualifications • Excellent interpersonal skills; excellent communication skills including, oral, written, and telephone skills • Ability to work under pressure independently. Ability to manage multiple complex tasks Ability to manage confidential information • Ability to work independently and collaboratively with a virtual team. • 4 years of experience preferred • Experience with Microsoft Outlook, Office365 Suite, and CRM. • This candidate will also provide business and administrative support and wear multiple hats to support the team. • Experience managing tasks in a fast-paced office environment is preferred. • At least 4 years as an Admin or Executive Assistant, HR support or Customer service associate. • Highly adept at analyzing and arranging HR data. • In-depth knowledge of HR principles, functions, methods, and best practices • Solid understanding of research methods and analysis Company Description Mola Group Corporation ( "Molaprise" ) is a New York-based information technology consulting and services firm for financial, investment firms and U.S public sector agencies, and small to mid-market, and enterprise firms. We are strategists, consultants, and business technology solutions providers focused on cybersecurity, cloud, and system integration. For more information visit: • **** Molaprise is an Equal Opportunity Employer. Employment opportunities at Molaprise are based upon one's qualifications and capabilities to perform the essential functions of a particular job. All employment opportunities are provided without regard to race, religion, sex, pregnancy, childbirth or related medical conditions, national origin, age, veteran status, disability, genetic information, or any other characteristic protected by law. To read more about discrimination protections under Federal Law, please visit: (Get Acrobat Reader) If you have any difficulty using our online system and need accommodation in the job application process due to a disability, please send an email to humanresources@molaprise.com for assistance. Company Description Mola Group Corporation ( "Molaprise" ) is a New York-based information technology consulting and services firm for financial, investment firms and U.S public sector agencies, and small to mid-market, and enterprise firms. We are strategists, consultants, and business technology solutions providers focused on cybersecurity, cloud, and system integration. For more information visit: • **** Molaprise is an Equal Opportunity Employer. Employment opportunities at Molaprise are based upon one's qualifications and capabilities to perform the essential functions of a particular job. All employment opportunities are provided without regard to race, religion, sex, pregnancy, childbirth or related medical conditions, national origin, age, veteran status, disability, genetic information, or any other characteristic protected by law. To read more about discrimination protections under Federal Law, please visit: (Get Acrobat Reader) If you have any difficulty using our online system and need accommodation in the job application process due to a disability, please send an email to humanresources@molaprise.com for assistance.