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About the Role

The Administrative Assistant position maintains an efficient office environment through a variety of organizational tasks. This role manages all supply vendor relationships, processes and reconciles payments for all supply accounts, and works directly with the HR/Admin team under the supervision of the Assistant HR Manager.

Responsibilities

• Direct all incoming calls, messages, and faxes to the appropriate employee.
• Supervise all incoming and outgoing company mail, tracking and delivering to the proper team.
• Serve as the primary contact for updates and management of the employee contact list, Call Tree and Org. Chart updates, administering Call Tree tests on a semiannual basis.
• Communicate organizational updates to necessary parties.
• Serve as point of contact for all staff needs, ensuring the highest level of customer service and supporting with ad-hoc departmental projects.
• Order office supplies for onsite and virtual employees, monitoring stock and ensuring common spaces are stocked and organized.
• Support employees by ordering notary supplies and keeping record of notaries.
• Reconcile invoices according to order history to verify validity of charge and pay where necessary.
• Record charges in AmEx spreadsheet and document monthly expenses in the HR budget.
• Manage all incoming visitors, liaise with stakeholders and coordinate refreshments for client meetings.
• Serve as auditor for FedEx invoices, ensuring validity of all charges prior to payment.
• Compile and report monthly FedEx billing charges to employees where relevant.
• Catalog and verify outgoing and incoming payments for Finance/OPS when requested.
• Be proactive in recognizing and troubleshooting facilities related issues.
• Serve as point person for any maintenance vendor that comes onsite, ensuring COIs are obtained, onsite Network team member is available, and security protocols are followed.
• Act as liaison between GlobeTax and ONYP building management, providing requested tenant information and scheduling maintenance.
• Assist the HR team in birthday and anniversary recognition, event planning and communications.
• Assist the HR team in research and planning of annual GlobeTax initiatives.
• Support HR team with intern and temporary employee hiring and post-hire timesheet review.
• Assist the HR team in coordination and completion of employee pre-onboarding and onboarding experience.

Requirements

• 1-3 years of corporate admin experience
• Ability to maintain regular, punctual attendance

Skills

• Excellent verbal and written communication skills
• Professional interpersonal etiquette
• Ability to talk, listen, and speak clearly on the telephone
• Ability to manage heavy call volume
• Ability to organize, multi-task, and prioritize
• Works well independently and within a group
• Reliable, hardworking, and committed to providing top tier client service
• Excellent computer proficiency (particular in MS Office – Word, Excel, and Outlook)

Location

• Corporate Office - New York, NY 10004

Work Type

• Full Time
• On-Site

Experience Level

• Entry

Education Level

• 4 Year Degree
• Associate’s degree required
• Bachelor’s degree preferred

Salary/Compensations

• $65,000.00 - $72,000.00 Salary/year

Benefits

• medical
• dental
• vision
• a 401k with company match
• commuter savings
• paid days off
• sick days

About the Company

• GlobeTax is the leading provider of withholding tax recovery solutions for financial institutions and their clients worldwide.
• We pride ourselves on cultivating subject matter expertise, pioneering innovative solutions, and maintaining industry leadership to achieve our vision that “No Investor Overpays Withholding Tax.”
• All new hires are provided with rigorous training that offers a comprehensive view of the services industry, GlobeTax’s product offerings, and division of departmental responsibility.
• After onboarding, employees are offered frequent opportunities for training and education to foster continued career growth and development.
• In our recent Employee Satisfaction Survey, employees reported “Company Culture” as their favorite part of life at GlobeTax.
• Past events include boat cruises, softball games, bowling nights, trivia nights, happy hours, and more.
• During our “GlobeTax Gives Back” week, employees volunteer during work hours at a charity of their choice.
• Philanthropic opportunities are also organized on a regular basis.
• GlobeTax promotes health and wellness by organizing annual Wellness initiatives, offering annual company softball tournaments, and more.

Equal Opportunity

• GlobeTax is an Equal Employment Opportunity Employer.