Part time Executive Assistant / Office Manager - Junior Level (20 to 30 hr a week)

Dynamics Solutions, LLC is a Staffing and Recruiting firm focused on recruitment for Microsoft ERP and CRM technologies. Our office is based in NYC and we’re looking for a part-time Junior level Executive Assistant/Office Manager who will work closely with the partners, and account team.

The ideal candidate will be in charge of the organization and efficiency of daily office operations. From scheduling client meetings to communicating between departments, you will be responsible for completing multi-level tasks in a professional and timely manner..

Must be willing to work from the NYC office on a part-time basis to start. If you are interested in the position, please reach out to Jennifer at jennifera@dynamicssolutionsllc.com

**Unfortunately, our company is not looking to sponsor any clients at this time.**

Responsibilities: These tasks may include but are not limited to the following:

Administrative Support:

• Oversee and support all administrative duties in the office and ensure that the office is operating smoothly
• Coordinate activities throughout the company to ensure efficiency and maintain compliance with company policy
• Identify opportunities for process and office management improvements and design and implement new systems
• Assist colleagues whenever there is an opportunity to do so
• Create office policies and procedures, and ensure they are implemented appropriately
• Manage emails, letters, packages, phone calls and other forms of correspondence
• Supervise the maintenance of office areas, equipment, and facilities
• Interact with IT, phone and building personnel as needed
• Welcoming visitors to the office
• Keeping an inventory of office supplies and ordering new materials as needed
• Manage vendor relationships/ Building manager
• Assist with office layout planning and office moves, and with managing and maintaining IT infrastructure
• Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports
• Maintain accurate call logs and send out to the company (number of calls placed and total duration of calls placed) for the sales and recruiting team.

Invoicing Process for contractors

• Send important forms to new contractors before their start date
• Send bi-weekly invoicing emails to contractors.
• Provide contractors with an invoice template to submit every other Friday.
• Collaborate closely with the bookkeeper and Senior Partner to address commission-related issues.
• Ensure timely responses to client inquiries regarding payments.

Website Maintenance:

• Update company profiles, photos, and bios on our website.
• Refresh job descriptions and available talent listings weekly.
• Post blog entries on behalf of Dynamics Solutions.

Social Media Engagement:

• Schedule LinkedIn posts to promote new candidates and jobs for the sales and recruiting team.
• Learn to create engaging social media content for Dynamics Solutions on LinkedIn, Twitter, and Instagram.
• Prepare job postings for new positions and create LinkedIn posts to promote them.

Employee Onboarding Orientation:

• Assist with technology, systems, and desk setup.
• Review onboarding materials with a new employee checklist.
• Explain system processes.

Event Planner:

• Coordinate with partners for upcoming team outings.

Qualifications

• Proficiency in Microsoft Office suite (Outlook, Excel, Word, PowerPoint, etc.)
• Excellent written and verbal communication skills
• Ability to multi-task, organize, and prioritize work
• Ability to work independently and with team
• Ideal candidate is solutions-oriented
• Ideal candidate has a minimum of three years of Executive Assistant experience