Support Specialist

BXP, Inc.; New York (NY); On-site; USD 69,630 - 90,200; Full time

Benefits offered by this job

Medical and dental coverage

Retirement savings plan with company match

Backup childcare

Educational assistance

Generous commuter transit subsidy

Job summary

BXP, Inc. is seeking an Administrative Support professional in New York, NY to provide essential administrative functions to the Executive Vice President of the New York Region. This role includes scheduling meetings, organizing documentation, and coordinating travel. The ideal candidate will have a high school diploma, strong organizational skills, and 2-5 years of related experience. The salary range for this position is between $69,630 and $90,200, and BXP offers a competitive benefits package to its employees.

Qualifications

• Minimum of 2-5 years of administrative support experience is required.
• Ability to work under pressure and meet deadlines.
• Demonstrated ability to lead projects and take initiative.

Responsibilities

• Provide administrative support to the EVP, including scheduling, correspondence, and travel arrangements.
• Coordinate appointments and maintain the EVP's calendar.
• Prepare materials for quarterly board meetings.

Skills

Organizational skills

Verbal and written communication

Microsoft Office proficiency

Analytical skills

Teamwork

Education

High school diploma or equivalent

BA/BS Degree

Job description

Primary Purpose of Position

Provide administrative support to the EVP, New York Region.

Job Description

Provide administrative support to the EVP, New York Region.

Essential Functions

Administrative

• Standard administrative support functions:
  • Compose, edit, and type letters, memorandums, and transmittals.
  • Compile, organize, and accurately finalize documents for signature or other distribution.
  • Maintain Department filing systems; create and maintain department files, paper and electronic and adhere to document retention and destruction procedures, as outlined in the Records Management Policy.
  • Screen, handle, forward and place telephone calls. Compose accurate and detailed messages.
  • Schedule appointments and maintain EVP’s calendar.
  • Schedule conference rooms and arrange catering and all details for meetings; Update Angus with guests/visitors for all meetings.
  • Arrange travel including air, hotel, car rental and meeting attendance, as required.
  • Organize and submit expense reports; input and approve eTime for self/team as requested.
  • Manage invoices, billing, expenses, credit card statements and employee reimbursements.
  • Sort, open, deliver or process incoming and outgoing mail, packages and internal correspondence.
  • Arrange for courier or overnight services.
  • Operate office equipment such copiers/scanners, fax machines, all conference room audio visual presentation equipment and telephones with voice mail capabilities.
  • Submit requests/order supplies as needed.
• Track donations, corporate dues, and industry events.
• Coordinate invitation distribution for business seminars, dinners, and conferences.
• Prepare the quarterly NY Region Board Package materials for EVP’s review.
• Prioritize and follow up on matters and determine appropriate course of action in a timely manner.
• Continuously monitor EVP’s calendar.
• Partner with all regional office departments, company personnel, and clients.

Region/Building Specific Functions

• Provide relief to the Receptionist(s) as part of the Administrative team.
• Special projects or assignments as requested by departmental staff.
• Perform other duties as assigned by the Office Manager.

Requirements and Qualifications

• High school diploma or equivalent educational certificate required; a BA/BS Degree preferred.
• Minimum of 2-5 years of progressively responsible administrative support experience and special projects experience required.
• Related business/industry experience desirable.
• Excellent organizational skills with ability to set priorities, manage multiple projects, and meet project deadlines.
• Demonstrated ability to determine needs and achieve results without close supervision.
• Demonstrated ability to take initiative and lead projects.
• Ability to effectively interface with all departments of the company and to represent the company in a highly professional manner with all colleagues and outside partners.
• Ability to work under pressure and within time constraints.
• Superior verbal and written communication skills.
• Excellent analytical skills.
• Excellent attention to detail.
• Ability to work independently and as part of a team.
• Exhibit and champion excellence in work and willingness to embrace change.
• Flexibility with work schedule to include working overtime on a periodic basis.
• Proficiency with Microsoft Office Applications.

Physical Requirements

• Involves work of a general office nature usually performed sitting such as operation of a computer and telephone.
• Involves work of a general office nature usually performed standing such as operation of a multi-function printer.
• Involves movement between departments and sometimes site office and main office to facilitate work.

Internal and External Contacts

• This position regularly interfaces internally with all BXP employees and externally with representatives of public agencies, contractors and others.

Reporting Structure

• This person reports to the EVP, NY Region who provides supervision, guidance and evaluates work performance on a periodic basis.

Salary Range

$69,630 - $90,200. BXP offers a competitive total rewards package including base salary and annual discretionary bonus. The range represents expected base salary; compensation will be determined based on role, skills, experience, qualifications, location, and other job-related factors. Our comprehensive benefits include medical and dental coverage, a retirement savings plan with competitive company match, backup childcare, educational assistance, employee support programs, a generous commuter transit subsidy and more. Additional details will be provided during the hiring process.

BXP is an Equal Opportunity Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, gender identity or expression, sexual orientation, religion, age, national origin, disability, marital status, protected veteran status, genetic information or any other legally protected characteristic.