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  • Executive Assistant
    Executive Assistant
    17 days ago
    $95000–$100000 yearly
    Full-time
    Manhattan, New York

    About the Vilcek Foundation What We Do The Vilcek Foundation raises awareness of immigrant contributions in the United States and fosters appreciation of the arts and sciences. Who We Are The Vilcek Foundation was established in 2000 to amplify the diverse ways immigrants and cultural leaders enrich artistic and scientific communities in the United States. Since its formation, the foundation has awarded over $17 million in prizes and grants to foreign-born individuals and like-minded organizations committed to progressing our society. Responsibilities The Executive Assistant will provide high-level administrative support to the Vilcek Foundation President. Administrative Support for the President • Provide high-level administrative support to Vilcek Foundation President by managing complex schedules, meetings, files, and records., • Proactively manage and maintain contacts, take and respond to phone messages, and read and respond to email as needed., • Maintain confidential and mission-critical records and files, including founding documents, accounting, and fiscal records., • Schedule and confirm high-priority meetings, appointments, and travel for senior management., • Prepare executive-level presentations and printed materials, and conduct research to prepare for meetings with Vilcek Foundation affiliates., • Plan and manage regularly scheduled staff meeting agendas., • Coordinate travel, including schedules, itineraries, and accommodations for Vilcek Foundation executive staff., • Assist with drafting formal correspondence and copyediting as needed., • Assist with board meetings, including presentations, agendas, fiscal reporting, and meeting minutes. General Administrative, Programmatic, and Facility Support: • Provide administrative support for all Foundation initiatives, including art collections, prizes, exhibitions, grants, and events., • Maintain a neat and orderly third-floor supply room and fourth-floor supply closet weekly. Inform the Registrar and Manager of Collections, Exhibitions, and Facilities when a reorder of office supplies, stamps/postage, and other office materials is needed., • Assist with writing, research, correspondence, purchasing, facilities management, and facilities upkeep as required., • Assist with facility vendor oversight as directed by the Registrar and Manager of Collections, Exhibitions, and Facilities., • Manage and maintain database and contact systems, with responsibility for high-level individual and organizational records, and preparation of strategic mailing, invitation, and guest lists., • Maintain expense and budget reports., • Coordinate and help oversee distribution of executive campaign materials, including press releases, letters, catalogues, cards, and other campaigns., • Provide support for Foundation events as needed. Other General Requirements: • All staff members are expected to provide general support to the President as needed., • All staff members are expected to help greet visitors as needed., • All staff members are expected to ensure that all correspondence sent from the Foundation is handled in a professional and accurate manner., • All staff members are expected to perform additional duties as assigned., • Maintaining a convivial atmosphere and cooperative spirit at the workplace is highly desirable., • All staff members are expected to maintain up-to-date contact and organizational records in Salesforce. Physical Requirements This position is primarily a sedentary role. However, the person in this position may need to occasionally move about inside the office to liaise with staff, access files, and restock office equipment as needed. The Vilcek Foundation is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its programs, and operations. As part of this commitment, the foundation will ensure that persons with disabilities are provided reasonable accommodations. Skills and Requirements • Bachelor’s degree (completed or in progress) in a related field, or four years of relevant experience., • Authorization to work in the United States., • Availability to work on-site, Monday–Friday, 8:00 a.m. – 4:00 p.m., • A minimum of five years of experience supporting an Executive Director, CEO, President, or other senior executive, with 6-7 Years preferred., • Excellent oral and written communication skills., • Outstanding organizational skills and attention to detail., • Strong project management experience., • Ability to work effectively with a variety of personalities and situations, including managing challenging or sensitive interactions with professionalism and tact., • Superior interpersonal skills, a courteous and professional manner, and comfort interfacing with the public., • Demonstrated self-motivation, comfort with ambiguity, and competence to work with limited direction., • Flexibility and willingness to work beyond working hours for events, or otherwise required., • Detailed knowledge of computers and facilities with applications such as Mac computers, iPhones and iPads, Google Calendar, Google Workspace (Docs, Sheets, Slides), Dropbox, Microsoft 365 (Outlook, Word, Excel), Salesforce, Internet navigation/search functions, and calendar and database programs is essential., • Enthusiasm for the Vilcek Foundation’s mission., • Willingness to adapt to evolving responsibilities. The Vilcek Foundation reserves the right to change job descriptions. While this job description is intended to include essential duties, it is conceivable that job duties may change before the job description is officially revised. Our Benefits • Employer-paid health insurance, • Dental & Vision Reimbursement Plan, • Flexible Spending Account, • Tuition & Student Loan Reimbursement, • 401k and Employer Match, • Generous Vacation, • Free lunch on Friday, • Life Insurance, • Paid Holidays, • Professional Development

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  • Front Desk Agent
    Front Desk Agent
    18 days ago
    $21–$26 hourly
    Full-time
    Manhattan, New York

    We are seeking a friendly, service-oriented front desk agent to join our growing staff. In this position, you will take reservations, check guests in and out of rooms, direct calls, and answer all guests’ questions and concerns. You must be personable and have outstanding interpersonal communication skills. Front Desk Agent Duties and Responsibilities • Greet guests with a welcoming smile and friendly demeanor, • Perform all guest check-in and check-out procedures, • Obtain or confirm guest information, assign rooms, activate and distribute keys, etc., • Collect payment for room charges and other fees, • Answer phones and direct calls to appropriate personnel, • Check and send emails, • Make and confirm reservations, • Maintain a clean and tidy workspace at all times, • Inform guests of hotel amenities and offerings, • Be informed and up-to-date on all types of room accommodation and availability, • Communicate with housekeeping, room service and security staff as necessary, • Provide local information on restaurants, special sites, activities, etc., • Resolve customer complaints and problems calmly and effectively, • Notify management of any serious issues that you cannot resolve, • Take and deliver messages for guests, • Store luggage and valuables as needed, • Assist with and book tours and activities for guests, • Maintain a friendly, personable disposition, • High school diploma or GED equivalent preferred, • Previous experience in customer service and/or hospitality industry preferred, • Experience using hotel booking software a plus, • Computer literate and proficient using Microsoft Suite, • Personable and outgoing when dealing with guests, • Professional phone demeanor, • Excellent customer service skills, • Ability to maintain calm, polite, and patient in stressful situations, • Organized and detail-oriented, • Ability to connect with guests and consistently give them a positive customer experience

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  • Receptionist
    Receptionist
    1 month ago
    $15–$18 hourly
    Part-time
    Astoria, Queens

    Description Job Title: Front Desk Receptionist Location: 31-68 Steinway st , INKSTINCTNYC Job Type: Full-time / Part-time , depending on availability and experience About Us: We are INKSTINCT NYC a professional tattoo studio, located in astoria queens, with many years of experience and a reputable team . Our goal is bringing to life incredible tattoos and a unique tattoo experience on our stylish tattoo studio with some of the most amazing and experience tattoo artists from NYC . Job Description: We are seeking a friendly and organized Front Desk Receptionist to join our INKSTINCT NYC team. The ideal candidate will be the first point of contact for visitors and clients, providing excellent customer service and support to ensure a positive experience. This role requires strong communication skills, attention to detail, and the ability to handle multiple tasks in a fast-paced environment. Key Responsibilities: Greet and welcome visitors and clients in a professional and courteous manner. Answer and direct phone calls . Manage and schedule appointments. Social media (stories and post) Inventory (supplies only) Handle incoming and outgoing mail and deliveries. Maintain a clean and organized the tattoo studio area. Provide administrative support to other departments as needed. Requirements: Tattoo studio knowledge but not required Proven experience as a receptionist or in a similar role. Excellent communication and customer service skills. Proficient in and basic office equipment. Ability to multitask and prioritize tasks effectively. Professional appearance and demeanor.

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  • Dental Receptionist
    Dental Receptionist
    1 month ago
    $18–$25 hourly
    Full-time
    Elmhurst, Queens

    Job description: Overview We are seeking a professional and organized Front Desk Receptionist to join our team. This role is essential in providing excellent customer service, managing administrative tasks, and ensuring smooth daily operations at our office. The ideal candidate will have strong communication skills, proficiency with office management tools, and the ability to handle multiple responsibilities efficiently. Bilingual abilities and experience in dental reception are a must. This position offers an opportunity to work in a dynamic environment where your organizational and clerical skills will be highly valued. Responsibilities Greet visitors and clients warmly, providing exceptional customer service Manage multi-line phone systems, screen calls, and direct inquiries appropriately Schedule appointments and manage calendar bookings using Dentrix Perform data entry, filing, and maintain accurate records using Dentrix and other office software Handle correspondence, proofread documents, and ensure accuracy in all communications Support office management tasks billing, and basic bookkeeping functions Maintain a clean and organized front desk area to promote a professional environment Assist with administrative duties such as faxing, photocopying, and managing incoming/outgoing mail Provide support as a dental receptionist as needed Ensure adherence to phone etiquette standards and provide excellent customer support Skills Proficiency with Microsoft Office Suite (Word, Excel, ) and Google Workspace applications Strong organizational skills with excellent time management abilities Exceptional typing speed and accuracy patient information Bilingual communication skills are highly desirable Knowledge of multi-line phone systems and professional phone etiquette Ability to handle customer inquiries with professionalism and patience Familiarity with office procedures such as filing, proofreading, and document management Previous experience as a receptionist in dental offices is advantageous Strong computer literacy, attention to detail, and ability to multitask effectively Work Location: In person

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  • Front Desk/administrative assistant
    Front Desk/administrative assistant
    2 months ago
    Full-time
    Manhattan, New York

    Full job description Job Overview We are seeking a dynamic and organized Front Desk/Administrative Assistant to be the welcoming face and efficient coordinator of our office environment. This role is essential in ensuring smooth daily operations, providing exceptional customer service, and supporting administrative functions across various departments. The ideal candidate will be energetic, detail-oriented, and possess a strong ability to multitask while maintaining professionalism. If you thrive in a fast-paced setting and enjoy helping others, this position offers a rewarding opportunity to contribute to our team’s success. Duties • Greet visitors and clients warmly, ensuring a positive first impression for everyone who enters the office, • make sales of the driving lessons and packages, • handle inbound and outbound phone calls, address customer inquiries, • Handle incoming and outgoing correspondence, including emails, mail, and packages with efficiency and confidentiality, • Maintain appointment calendars, schedule meetings, and coordinate appointments using calendar management tools, • Perform data entry, filing, and document proofreading to ensure accuracy and organization of records, • Support office management tasks such as supply inventory and equipment maintenance, • English and and Spanish languages are a MUST, • Proven office experience with strong organizational skills and attention to detail, • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace applications, • Excellent computer literacy with the ability to adapt to new software quickly, • Previous experience with front desk operations or as a receptionist in medical or dental settings is highly desirable, • Strong communication skills with professional phone etiquette and customer service orientation, • Ability to manage time efficiently in a busy environment while prioritizing tasks effectively, • Clerical experience including data entry, filing, proofreading, and document management, • Paid time off, • Parental leave, • Retirement plan

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