Virtual Office Manager (Administrative Assistant) Id-1913

Full Job Description

Department: International Business Times
Anywhere
Contract

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Job Title: Virtual Office Manager (Administrative Assistant)

International Business Times seeks Administrative Assistant to handle front-desk receptionist duties and other administrative works virtually with the option of doing the same in our New York office later.

Essential Duties and Responsibilities

  • Assist with scheduling for executives and other staff as necessary. Familiarity with Google Calendar a must
  • Assist finance director with reports, collecting data, etc
  • Manage and post job-ads across internal and external platforms
  • Serve as the primary point of contact and manage relationships with building management and vendors to ensure a clean and efficiently operating office; oversee and coordinate office maintenance for facility issues, repairs, cleanings, and improvements.
  • Negotiate and manage vendor contracts; maintain office budget and process invoices and expenses.
  • Liaise with vendors for copiers, telephony, etc. troubleshooting.
  • Troubleshoots utility inquiries from NY sites i.e. Verizon, Con Ed, etc.
  • Other assigned duties as requested.

Qualifications:

  • Must have experience with coordinating calendars and high-level meetings (Google Calendar) across time zones
  • Must have excellent verbal and written communication skills, be detail orientated with the ability to prioritize multiple requests and deadlines.
  • Team player with a high level of discretion and superb decision-making ability.
  • Must be a flexible, detail oriented, thorough, self-starter with the ability to multi-task, anticipate,
  • Must be comfortable using a host of digital tools, such as Excel, Google Docs, etc

About IBT

IBT Media is a fast growing global digital news organization, delivering news and insight to over 30 million monthly readers across the world. With innovations across the newsroom and the platform, we are engaging a new generation of readers with content that speaks to their interests, analysis that serve their businesses, and insight to make sense of a globally connected world. 

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...

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