Executive Assistant & Office Supervisor - Huemen

HARMAN International - New York, NY4.0

30+ days ago
Requisition Id : 111738

Additional Work Location(s) : New York

Huemen Design:
HARMAN has always placed great value on the design and execution of its products and services. In 2018, the three internal design groups across the 4 divisions were reorganized into a single agency-model design organization. This design organization is named “Huemen”. Huemen will continue to deliver and lead the world-class design across all of HARMAN in the disciplines of Industrial Design (ID), User Interface and User Experience (UI/UX), as well Marketing Services and Future Experiences in Auto and Home. *This role will sit in our NYC Office Location*

Position Summary:
Huemen is seeking a professional responsible for office services that supports one or more departments by handling administrative duties, procedures and policies. This role will also work on various administrative projects as necessary.

The role is broken into three primary functions and responsibilities:

Administrative Assistant
Office Manager
Office Receptionist
The person who fills this role will work closely and collaboratively with our team of designers and business leaders located in the New York studio.

Supervisory Responsibilities:
At this time there is no intent for this role to have direct or indirect reports.

Job Responsibilities:
The Administrative Assistant, Office Manager will be responsible for managing the daily operations of the studio as well as provide administrative support for the local executive leadership team:

Administrative Assistant:
Travel planning, travel change management, and travel tracking for local executive leadership team (up to 3 people). This will include after-hours support in some instances.
Timely expense report input, processing and follow up through to reimbursement for local executive leadership team (up to 3 people).
Limited amount of schedule and calendar management for local executive leadership as well as for the studio meetings and event.
Implements and drives process improvements, develops and tracks travel and expense reports.
Resolves administrative problems by analyzing data, leveraging resources and identifying effective solutions.
Responds to questions and requests in a professional and timely manner.
Completes operational requirements by scheduling and assigning administrative projects; expediting work results.
Maintains a high level of organization and communication.

Office Manager:
Build and maintain exceptional relationship with the building management and all service providers.
Work with vendors and suppliers to manage studio events.
Insure the studio is stocked with the materials and resources needed for day-to-day operations as well as prepared for special events.
Identifies clear and actionable solutions to manage, contain, and reduce operational costs/budgets associated with the office operations.
Creates and revises systems and procedures by analyzing operating practices, forms control, office layout, and budgetary and personnel requirements.
Ensures operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining a sufficient quantity of office supplies and evaluating new equipment.
Completes operational requirements by scheduling and assigning administrative projects; expediting work results.
As office manager, this person must become a key focal point in the studio’s cultural health and hippieness.

Office Receptionist:
Welcome and greet visitors to the studio with warmth and invitation at all times.
Insure local team is greeted as they come to work, transit though the space, and finally head out.
Insure visitors are treated with proactive generosity and service to define their visit at the highest level of service and personal touch.
Answer and direct phone calls.
Receive and prepare mailings as needed.

Performance Measurement:
This role will be measured in the three responsibilities:
Administrative Assistant
Timeliness and accuracy of support
Office Manager
Organizational operations
Cost controls/savings
Office Receptionist
Employee and visitor experience

Basic Qualifications:
High School diploma or GED equivalent required.
3+ years of relevant administrative experience.
Requires effective oral and written communications skills.
Proven track record of maintaining personal and company confidential information.
Proficiency with MS Office suite.

Preferred Qualifications:
Associate Degree in Business Administration preferred.
Maintain an executive presence.
Advanced MS Word, Excel and Outlook experience preferred.
Systems experience with SAP, Salesforce, travel management systems, etc.

Eligibility Requirements:
Willingness to travel when needed.
Willingness to work in an office in NYC
Employment is conditioned upon reference checks with recent and applicable experience.
Employment is conditioned upon the successful completion of a background investigation and drug screen.

HARMAN (harman.com) designs and engineers connected products and solutions for automakers, consumers, and enterprises worldwide, including connected car systems, audio and visual products, enterprise automation solutions; and services supporting the Internet of Things. With leading brands including AKG®, Harman Kardon®, Infinity®, JBL®, Lexicon®, Mark Levinson® and Revel®, HARMAN is admired by audiophiles, musicians and the entertainment venues where they perform around the world. More than 25 million automobiles on the road today are equipped with HARMAN audio and connected car systems. Our software services power billions of mobile devices and systems that are connected, integrated and secure across all platforms, from work and home to car and mobile. HARMAN has a workforce of approximately 30,000 people across the Americas, Europe, and Asia. In March 2017, HARMAN became a wholly-owned subsidiary of Samsung Electronics. HARMAN is an Equal Opportunity /Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or Protected Veterans status. HARMAN offers a great work environment, challenging career opportunities, professional training and competitive compensation. Looking for a challenge where your experience is valued? Come see what you can achieve as a leader with HARMAN! (www.harman.com)