Studio Admin & Operations Associate (Hybrid)

Spectraforce Technologies, Inc.; Holtsville (NY); Hybride; USD 42 000 - 54 000; Temps partiel

Résumé du poste

Spectraforce Technologies, Inc. is seeking an Administrative Assistant - II for a hybrid role in Madison, NY. The position supports the Multimedia & Design studio and the Communications Department, handling calendar coordination, travel, and day-to-day office operations.

The role emphasizes welcoming guest interactions, document prep, and cross-functional collaboration with employees, freelancers, vendors, and clients in a fast-paced environment.

Qualifications

• Administrative experience in a corporate or professional office environment.
• High School diploma or GED required; associate or bachelor’s degree preferred.
• Proficiency with Microsoft 365 apps (Outlook, Teams, Word, Excel, PowerPoint, Copilot).
• Comfortable learning new technologies and internal systems, including MediaPulse.
• Excellent organizational, written, and verbal communication skills.
• Strong customer service and interpersonal skills.
• Ability to multitask and manage multiple priorities.

Responsabilités

• Serve as the first point of contact for employees, clients, freelancers, vendors, and guests, providing a welcoming and professional experience while supporting the day-to-day operations of the studio.
• Provide primary coverage for the main studio phone line and visitor access, including greeting guests and assisting with entry into the studio.
• Maintain the appearance, organization, and readiness of the studio's shared spaces, including conference rooms, reception, pantry, and common areas; coordinate supplies and maintenance.
• Provide administrative support to Multimedia & Design leadership, including calendar coordination, travel arrangements, expense reports, document preparation, and meeting scheduling.
• Coordinate purchasing requests, monitor orders and deliveries, communicate status updates, and follow through until requests are completed.
• Receive and coordinate incoming and outgoing deliveries via UPS, FedEx, and messenger services.
• Support workflows through data entry and administrative support in MediaPulse and other internal systems.
• Assist with proofreading, formatting, and preparation of documents and presentations.
• Support Operations & Administration initiatives, special projects, team meetings, catered lunches, and other administrative tasks.

Connaissances

Administrative experience

Microsoft 365

Organizational skills

Communication skills

Customer service

Multitasking

Formation

High School diploma or GED

Associate or bachelor's degree preferred

Outils

MediaPulse

Description du poste

Spectraforce Technologies, Inc. is seeking an Administrative Assistant - II for a hybrid role in Madison, NY. The position supports the Multimedia & Design studio and the Communications Department, handling calendar coordination, travel, and day-to-day office operations.

The role emphasizes welcoming guest interactions, document prep, and cross-functional collaboration with employees, freelancers, vendors, and clients in a fast-paced environment.