• Full Time
  • New York

Website Martha Schwartz Partners LLC

Office Management

  • Front of House operations, acting as first point of contact for all clients and visitors, couriers and post
  • Operating Switch Board Phone Systems
  • Receive all incoming phone calls (NYC)
  • Mail Sorting
  • Ordering Supplies
  • Scheduling of Cleaning Companies (for Principal’s residence and Office)
  • Arranging travel for partners and directors
  • Organising office calendar, scheduling meetings
  • Manage company events when needed
  • Office Supply Ordering / Tracking
  • Oversee and manage couriers/post/mail
  • Dealing with landlords, office maintenance, cleaners
  • Coordinate Office Moves
  • Be flexible in adapting to the needs of the post according to the changing needs of the office and to undertake other duties and responsibilities from time to time commensurate with the grade of the post.   

Information Management

  • Liaise with outsourced US and UK IT companies
  • Maintaining office policies, insurance renewal, memberships, etc.
  • Manage company certifications and licenses/assist with new applications
    • WBE
    • State/city business registrations
    • State licensure
    • CLARB fulfillment
  • Manage insurance rider requests
  • Manage insurance renewals and programs
  • Maintain and, where necessary, create clear and accessible electronic and paper filing systems, so that all office and building management information is readily accessible to all 
  • Report generation/collection for partners
  • Collecting, and distributing minutes  

Bookkeeping Support

  • Liaising with our outsourced Financial Manager & company accountant
  • Knowledge of bookkeeping processes and sorting out of information for Bookkeeper
  • Manage invoicing process of vendors and clients; track and collect outstanding invoices
  • Basic understanding of Xero, expenses, invoicing, paying suppliers

HR & Recruitment Support

  • Liaising with our outsourced HR/insurance PEO (ADP)
  • On-boarding & off-boarding of employees
  • Payroll & Benefits Management
  • Arranging line management 1 x 1 meetings and staff review process 
  • Maintaining staff HR files
  • Collecting and submitting employee expenses for reimbursement
  • Documenting Employee Time Off Requests, holidays, benefits program
  • Assist in recruitment process, CV’s in, issuing offer letter & contracts

Business Development (BD) and Marketing Administrative Support

  • Support company-wide marketing and BD efforts by maintaining master contact lists and filing systems, scheduling and managing BD appointments
  • Facilitate promotional educational opportunities for MSP staff in multiple offices (on-site and virtual)
  • Assist with speaking engagement invitations and media inquiries MS EA
  • General support of social media and other marketing/promotional efforts for the company
  • Manage and maintain company-wide BD contact list
  • BD, direct strategies for targeted development of business relationships
  • Assist senior management with press inquiries and lecture invitations
  • Assist senior management with RFP support
    • Proposals
    • Forms
    • Correspondence
  • Assist senior management with create awareness of MSP brand in NYC and globally

Miscellaneous

  • Serve as support/backup for executive assistant as needed, to include vacation and sick-time coverage, etc.

Skills:

  • A confident, friendly and professional attitude and proactive nature is essential to the role
  • Strong working knowledge of the Microsoft Office Package and Adobe
  • Good attention to detail and organizational skills; self-organizer
  • Strong communication (full proficiency in oral and written English) and interpersonal skills.
  • Ability to multi task and work well under pressure

To apply for this job email your details to careers@msp.world