What are the responsibilities and job description for the Administrative Assistant position at Magnate Worldwide?
Founded in 1989 and headquartered in New York, Masterpiece International provides customs brokerage and worldwide logistics services through 17 offices located in major global shipping hubs through the US.
Over the last 25 years, Masterpiece has developed a leading market position in Fine Arts logistics, serving museums, art galleries, art fairs and private collectors. Masterpiece has leveraged its unique expertise with complex air, ocean and ground shipments to develop a full suite of international logistics services, providing each industry customer with the same level of premier service it provides its Fine Arts customers.
SUMMARY
The Administrative Assistant will provide administrative support for the Gallery and Art Fair teams in their day to day work. The Administrative Assistant will be responsible for communication to internal stakeholders including power of attorney, inputting shipments into proprietary software and more.
ESSENTIAL JOB FUNCTIONS
- Prepare communications such as memos, emails, invoices, reports and other correspondence
- Create and maintain filing systems for both electronic and physical documents
- Prepare and send import and export document to the appropriate internal stakeholders
- Make travel arrangements for senior staff as well as external customers such as booking flights, hotels and cars
- Maintains office supply inventory by checking stock to anticipate upcoming needs of supplies, placing and expediting orders for supplies
- Performs other duties and responsibilities as assigned
QUALIFICATIONS AND EDUCATION REQUIREMENTS
- At least 3 years of administrative support
- Ability to make independent, sound judgment decisions
- Strong organizational and problem-solving skills with impeccable multi-tasking abilities
- Exceptional interpersonal skills
- Excellent written and verbal communication skills
- Demonstrated organizational and time management skills
- Friendly and professional
- Reliable, proactive, and resourceful
- Strong Microsoft Office skills
- Ability to learn new programs
WHAT WE OFFER
- Medical, Dental, and Vision insurance
- HSA match contribution
- Paid Time Off
- Life Insurance
- Employer paid short and long-term disability insurance
- 401k with Match
- Pet insurance
- Identity theft protection
- Accident, critical illness, and hospital indemnity insurance
PHYSICAL REQUIREMENTS
The position is in an indoor, office environment, requires the ability to communicate with internal and external customers or vendors verbally and in writing, sit for periods of time, operate typical office equipment which requires seeing and the use of a keyboard.