Persistent Systems

Administrative Assistant

Job Location US-NY-New York
Department
Administrative

Company Overview

Headquartered in New York City since 2007, Persistent Systems, LLC is a global communications technology company which develops, manufactures, and integrates a patented and secure Mobile Ad Hoc Networking (MANET) system: Wave Relay®. The company’s industry leading R&D team has designed wireless networking protocols to support their cutting edge Wave Relay® system and technology. Wave Relay® is capable of running data, video, voice and other applications under the most difficult and unpredictable conditions. Their suite of products is field proven and utilized in Commercial, Military, Government, Industrial, Agriculture,  Robotics, and Unmanned System markets.

 

Job Description & Responsibilities

Persistent Systems is seeking an exceptional Administrative Assistant who will be responsible for providing administrative support to various functions throughout the company from our company’s NYC headquarters. As the company’s front-desk Administrative Assistant, you’ll set an excellent first impression for the company’s customers, vendors, job applicants, and other callers and guests of the office. You’ll also be a key resource to the company, responsible for providing administrative support to various company functions, including but not limited to HR, Accounting, Legal and the CEO. To be successful in this role, you will have a positive and inviting attitude, have superior organization skills, and be someone who excels in a fast-paced environment. This role reports to Human Resources.

 

POSITION RESPONSIBILITIES

  • Answering all incoming calls to the company’s main line and directing callers to the appropriate party
  • Greeting customers, vendors, prospective employees, and other guests to the corporate office; following all applicable security procedures for visitors
  • Managing office calendars, including scheduling meetings, events, job interviews, and new hire onboarding, ensuring scheduling conflicts do not arise; alerting CEO and Director of Engineering of upcoming meetings
  • Preparing general written correspondences to internal and external parties
  • Sorting and distributing mail to appropriate parties daily
  • Coordinating meetings, including scheduling, setting up conference rooms, and managing catering; arranging lunch and dinner reservations when necessary
  • Arranging travel for employees and prospective employees
  • Coordinating company-wide employee events
  • Assisting with administrative duties such as photocopying and filing
  • Maintaining the general office environment including monitoring inventory of office supplies and pantry items, ordering and restocking supplies as necessary; ensuring a neat and orderly office environment including emptying trash receptacles and arranging cleaning service visits
  • Arranging and distributing weekly company-wide updates
  • Assist with other various administrative and office support tasks as necessary

Job Qualifications & Experience

MINIMUM QUALIFICATIONS

  • High school diploma or equivalent
  • 2 years of experience providing administrative/office support
  • Experience with travel coordination
  • Experience handling confidential information with appropriate discretion
  • Proficiency in Microsoft Word, Excel, and Outlook
  • Must be able to lift at least 30lbs
  • Must have a United States Security Clearance or the ability to obtain a United States Security Clearance

 

PREFERRED QUALIFICATIONS

  • Associate’s degree or higher
  • Experience providing administrative support in a growing, fast-paced organization
  • Exceptional skills in verbal and written communication, relationship management, time management, and problem solving
  • Experience with recruitment coordination
  • Experience managing office supply inventories
  • Experience planning office events

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