{Now Filled!} We’re Hiring: Recruiting and Office Assistant!

Friedman Williams provides Freelance, Temporary, Projects, Contract, Consulting and Full-Time staffing in Information Technology, Administrative Support, Accounting & Finance and Creative Services within Interactive, Digital and Traditional Media. With offices in New York City, New Jersey, Philadelphia and Washington D.C., firm works with clients and candidates nationwide.

Position Summary

The Recruiting and Office Assistant will be exposed to all aspects of the recruitment lifecycle and will report to the HR & Office Manager. He/she will have full responsibility of certain projects while also completing tasks under the direction of the HR & Office Manager and Managing Director as necessary.

Essential Duties and Responsibilities

  • Submit candidates through client portals
  • Create new jobs in Bullhorn database
  • Send follow-up emails to clients re: candidates based on start date
  • Draft weekly job posting Excel report
  • Put together marketing box mailings and send via Post Office
  • Conduct prospect research and record in Bullhorn database
  • Assist recruiters with formatting resumes
  • Work with recruiter(s) to source candidates
  • Assist with scheduling when necessary
  • Secure travel arrangements when necessary
  • Monitor inventory of office supplies
  • Answer main line calls (limited)

Requirements

  • Experience working in an office environment
  • Strong verbal and written communication skills with professional and pleasant phone demeanor
  • Ability to work independently and with others in a fast-paced, deadline-driven environment
  • A team player mentality
  • Ability to maintain confidentiality of information
  • Familiarity with Office suite
  • Interest in staffing a plus
  • Associate’s or Bachelor’s degree preferred

How to apply

Please email cover letter and resume to Lauren Lestino at llestino@friedmanwilliams.com with the job title in the subject line.

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Ace That Interview

Whether you are pounding the pavement for a new job and/or career change or just want to brush up on your interview skills, Friedman Williams believes that preparation for an interview, whether in-person or via phone, can exponentially increase your chances of moving on to the next step in the hiring process.

How to Prepare Beforehand:

  • Fully read and absorb key content on the company’s website, including:
    • Office locations and ballpark number of employees
    • Names and titles of senior management
    • Names, titles, and background of people you will be interviewing with (including their LinkedIn page!)
    • Mission Statement
    • Company history
    • Recent important news, press releases and/or events
  • Have fresh copies of your resume and any other requested documents
  • Reflect and refresh yourself on your job history and experiences. Have examples prepared of your ability to overcome adversity, work independently and in a team environment, and specific ways your skills and experience match the job
  • Refresh yourself on what your day-to-day is like in your current job and what you are truly an expert in (could be technical skills as well as situational)
  • Have a compelling and sincere reason as to why you want this position at this company. The hiring manager will respond to personality, energy and motivation as much as how technically able you are.
  • Prepare a few questions so you come across as engaged and interested in both the role and company.

Day-Of Essentials

  • Have your resume and any other requested documents with or in front of you
  • Wear a suit, even if it is a phone interview. This will make you feel more confident and in turn your speech and language will come across at a higher level than if you were sitting on your couch in sweatpants.
  • Do not arrive more than 5-10 minutes before the interview and treat everyone you meet with a friendly demeanor. You never know if the hiring manager(s) will ask the receptionist his/her opinion of you or how you behaved.
  • Great the hiring manager with a smile and firm handshake. If a phone interview, smile and answer “This is {your name}.”
  • Answer every question to the best of your ability and do your best to let your personality, ambition, motivation and technical skills match you to the role and company.

 Make Your Impression A Lasting One

  • Follow up with a thank you note for each person you met during your interview. Reiterate your interest in the position and company and why you see yourself successful in their culture and environment.

Position Profile: Executive Assistant

Basic Scope of an Executive Assistant’s Duties:

  • Serve as gatekeeper to executive with both people and information
  • Manage communication and correspondence with a highs sense of confidentiality
  • Timely alert executive with relevant news, updates and messages
  • Manage complex calendar, meetings and itineraries
  • Serve as host to visitors of the office
  • Manage transportation and trip details as well as updates and changes
  • Manage finances by drafting expense report and other necessary financial reporting
  • Think ahead and present suggestions and tips to executive to ensure seamless flow of daily tasks

What are the usual requirements of an Executive Assistant?

  • Bachelor’s degree, dependent on the organization
  • Strong written and verbal skills
  • Strong organization and resourcefulness
  • Ability to think on your feet and be a problem solver with minimum instruction
  • Sense of decorum and confidentiality
  • Strong ability to multi-task and be proactive
  • Software and other technical skills will vary depending on the organization but often include Microsoft Word, Excel, PowerPoint, Outlook
  • Flexibility to work after hours and be reachable when necessary

How does an Executive Assistant differ from an Administrative Assistant?
An Executive Assistant has an enhanced role and directly supports an executive of the company as the first point of contact for the executive’s office. The scope of duties is often more complex and rigorous and focused on one executive, as opposed to an Administrative Assistant supporting more than one person. The Executive Assistant is also privy to a larger scope of sensitive and confidential information about the organization and executive and will need to exhibit a high degree of decorum and professionalism at all times. Depending on the organization, an Executive Assistant may mentor and or supervise Administrative Assistants within the same department as the executive.

What education is usually required or most beneficial?
This all depends on the organization itself and the type of industry but generally speaking, a Bachelor’s Degree is usually preferred or required. If the job description notes that a degree is required, there is typically no room for negotiation. In terms of specific areas of study, all education can be relevant and useful if presented the correct way. If a candidate has a Bachelor’s degree in Accounting and applies for an Executive Assistant role at an accounting firm, that will be of interest to the employer. If a candidate is a recent graduate with a Bachelor’s in English and conveys strong writing ability and communication skills in the interview, that is relevant and helpful.

What is a typical salary range?
Salary can vary greatly depending on the organization and industry. For example, a nonprofit will pay a lot less than a law firm or financial sector organization. What a candidate should keep in mind when considering salary is how the overall quality of life will be in the position relative to the salary, such as benefits, commute, etc.

What will give me an edge when interviewing for an Executive Assistant role?
Prior Executive Assistant experience is always helpful and a plus, but the necessary qualities and characteristics of the position must be conveyed in the interview. Supplying these through exact examples of past experiences and work product is the goal. With such a key position as this, oftentimes personality, presentation and demeanor are as important as technical skills. If the executive doesn’t feel he or she can trust you with sensitive information, you will not be offered the role.

Introducing the Friedman Williams Blog!

Who We Are:
Friedman Williams provides Freelance, Temporary, Projects, Contract, Consulting and Full-Time staffing in Information Technology, Administrative Support, Accounting & Finance and Creative Services within Interactive, Digital and Traditional Media.

The Friedman Williams Difference:

  • Comprehensive industry and product knowledge that enables us to meet our clients’ unique staffing requirements
  • A loyal following of industry leaders ranging from Fortune 1000 companies to small, privately held businesses
  • Reputation of successful placement track record and commitment to producing excellent results
  • Lasting and trusted business relationships with both industry-leading clients and top quality candidates

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