Event and Hospitality Administrative Assistant - 0169

Administrative Assistant needed in our New York office! Do you love food, enjoy working in Excel and are extremely organized? Add in a great attitude and a healthy dose of professionalism and it sounds like you should apply for this role!

The Event and Hospitality team works together to execute events, meetings & lunches for Greenspoon Marder attorneys and clients across all the firm’s offices. Additionally, this role requires the need to work in conjunction with other firm departments such as Marketing, Facilities, Office Services, Reception, and others, as needed.

The key focus of this role will be to provide assistance to the Director of Event and Hospitality in the form of administrative support with regards to accounting, budgeting and credit card reconciliation, event intake and tracking, filing, outlook management, calendaring etc. In addition to administrative work, the assistant may also assist with on-site setup and food and beverage service for in-office meetings and events, as well as event RSVP tracking, registration, and meeting/event setup and breakdown. This is a full-time, benefit eligible role! Please see more details below.

Duties And Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform

The Essential Functions.

• Acts as the point of contact for the department and helps to facilitate all internal/external communications
• Daily communication with clients, staff and attorneys in a professional manner
• Maintains the event calendar and assists in scheduling internal and external meetings
• Books conference rooms for meetings
• Processes departmental spend and expense reimbursements
• Updating and maintaining excel spreadsheets
• Provides assistance with reporting and/or special projects
• Handles and maintains all filing, budgets and reporting
• Maintains Event & Hospitality tracking spreadsheets in Excel, pulling registration lists and assisting with filing in MS Teams; participates in pre and post-event production.
• This role also includes the maintenance and assistance in restocking supplies for the NY executive apartment, including weekly check-ins and ordering/restocking in preparation for visitors.
• Other special projects as assigned by the department manager, such as firm-wide employee engagement activities or Impact events.
• Tracking and saving order receipts, meeting requests and information in accordance with the departmental processes, and firm-wide policies.
• Local vendor database management.
  
  

Preferred Education And Experience

• Associate degree is preferred.
• At least 2 years' experience working in an assistant capacity is required.
• Must be proficient with MS Office (Word, Excel, Teams, etc.)
• Knowledge of Zoom, Vuture (or similar marketing platforms such as Marketo or Eloqua) and Canva is a plus.
• Outlook management and outlook calendar experience is required.
• Must have experience with tracking expenses/budgets.
• Strong written and verbal skills are required. This role requires in person and written communication with executive team members, attorneys and clients – experience working in a client facing environment is a plus.
• Event coordination experience and/or food and beverage service experience preferred.
• Primary responsibilities will take place during business hours, however early mornings and evenings may be required for meetings and events
• This position requires lifting and moving boxes up to 35 lbs, such as wine and liquor boxes, moving and setting up tables & chairs and other event and meeting related tasks as needed.
  
  

We have great benefits, most of which are effective on your first day:

• Heavily subsidized health insurance premiums
• Firm paid HSA contributions ranging from $600 and $1,200 annually
• Firm pays 100% of employee only premium for dental insurance and provides inexpensive options for dependents.
• Firm pays 100% of employee only premium for vision insurance and provides inexpensive options for dependents
• Tax advantaged account options like Flexible Spending Accounts and Dependent Care Accounts
• Life Insurance, paid by the Firm
• Long-Term Disability Insurance, paid by the Firm
• Employee Assistance Program (EAP)
• 11 paid holidays (in 2024)
• Generous PTO for full-time employees:
• Traditional and Roth 401(k) options from day one. Eligible for discretionary Firm matching contribution after 1 year of service.
  
  

The expected salary range for this position is between $50,000-$65,000. Actual pay will be adjusted based on experience and other job-related factors permitted by law.

Greenspoon Marder is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

All inquiries will be kept confidential.