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Administrative Assistant
New York, NY 10166 US
Job Description
The position will support attorneys and staff who do not maintain assigned offices and participate in the Flexible Workspace Program. The Community Assistant is primarily responsible for managing the network of offices and workspaces in the Flexible Workspace Program, communicating with individuals who are part of the program and ensuring a seamless and comfortable in-office experience. The New York office is a destination “hub” for attorneys from other offices and their clients. In addition to the Flexible Workspace Program, the Community Assistant is responsible for ensuring exceptional experiences for those visiting from other offices.
Will:
- Support a fast-paced and complex network of Flexible Workspaces, visiting attorney offices, and reservable workspaces.
- Maintain a hospitality-focused mindset.
- Proactively build relationships by engaging with local and visiting attorneys and staff in the Flexible Workspace Program in order to understand their individual preferences.
- Greet and orient visitors and employees to the New York office. Provide a comprehensive, user-friendly overview of available services, spaces, and amenities.
- Assist with important operational activities including: overseeing Flexible Workspace reservations, tracking visitors, and other projects as assigned.
- Maintain open lines of communication, actively anticipates the diverse needs of all guests and employees, and responds swiftly and professionally to queries, complaints, or requests for services.
- Liaise with internal teams, including but not limited to Catering, Mailroom, Facilities, Records, Reception and Conference Center.
- Collaborate closely with local teams to identify emerging trends in guest services, share insights, and establish best practices aimed at enhancing overall service delivery.
- Accurately maintain and update internal office directories, floor maps, signage, and operational documentation.
- Contribute to ad-hoc operational and administrative tasks as needed, showing a flexible approach and capability to adapt to diverse needs.
- Strong interpersonal and customer service skills; demonstrates the ability to collaborate and communicate effectively.
- Consistently exhibits high levels of professionalism, responsiveness, and a proactive, problem-solving approach to duties and tasks.
- Actively participates in the development and re-engineering of operational procedures such as departmental best practices and workstreams.
- Showcases excellent organizational, prioritization, and time management skills, coupled with a keen attention to detail.
- Passion for hospitality and service excellence. Problem-solver, self-starter, resourceful, with a Concierge mindset.
- Manages multiple priorities simultaneously and exercises good judgement while ensuring the consistent delivery of high-quality guest experiences.
- Minimum of 2-3 years of administrative experience, preferably in an administrative capacity, with a focus on customer service or hospitality. Prior experience in a professional services environment with fast-paced, high-turnover flexible workspace solutions is preferred.
- Associate’s or Bachelor’s degree is preferred.
- Demonstrable proficiency with Microsoft Office Suite; excellent written and verbal communication skills required.
Meet Your Recruiter
Ashley Dineen
Ashley Dineen has been with The Panther Group since 2009 and has worked within many areas of the company including payroll, compliance, on-boarding, recruitment, and client management.
Ashley is a mother of two and enjoys spending time with family in her spare time.
