Executive Assistant (Administrative)

Horton Lees Brogden Lighting Design (HLB) is an internationally recognized design firm focused on architectural lighting for both interior and exterior environments. We are inspired by the artistry of light and its impact on the natural and architectural environment. We strive to infuse our core values of artistry, legacy, curiosity, balance, and integrity into every project.

We look for individuals who are inspired by our values, seek to learn and in turn teach others, respect, value, and promote the integrity of our work, care about the impact we make in people's lives, and are responsive to our ever-changing world.

Description
The Executive Assistant will support the New York office of HLB Lighting Design, as well as be involved in collections. The position will provide high level support to the local Principals, and report to them as well as the Associate Director | Controller. Ideal candidate will maintain and nurture relationships with office Principals and ensure the smooth-running of the office. The Executive Assistant will enhance efficiency, manage the office budget, lead the Collections process for the NY office, and plan events, all while providing administrative support/handling correspondence. This is a full-time, hands-on position for a detail-oriented, energetic, and self-motivated individual who works well in a team or individually. Candidate must have excellent written and oral communication, be able to work in a fast-paced deadline-driven atmosphere and have exceptional time management and organizational skills. Proficiency in Microsoft Office is required. Previous experience using Deltek Vision Client Relationship Management (CRM) software, Adobe InDesign or Adobe Photoshop to support an office is desirable. This role is expected to be working in the office a minimum of three days per week.

Office Tasks
Manage, coordinate, and oversee daily activities within the office Ensure office and kitchen area is clean and organized Greet visitors and provide assistance as needed Participate in the onboarding process (setting up a new hires workstation and organizing first day logistics), as well as welcome new hires into the office Answer telephones and direct callers to appropriate individuals Order, stock and organize all office supplies and snacks Receive, sort, and distribute incoming mail and packages Prepare outgoing mail and packages Coordinate and oversee vendor presentations and organize office lunches Coordinate special events/office celebrations Assist with tracking of project contract status in the firms Deltek Vision database (on the job training will be provided) Provide clerical support for Marketing, Accounting, and Human Resources (mailings, filing, data-entry, administrative tasks) as needed Provide support to senior team members (expense reports, correspondence, trip coordination, and calendar management) Coordinate with IT and printing vendor to monitor and maintain office equipment Assist with special/ad hoc projects as needed

Collections Tasks
Monitor and manage delinquent customer accounts Initiate communication with customers via phone and e-mail to collect outstanding debts Maintain accurate and up-to-date records of customer interactions and payment arrangements Investigate and resolve disputes and discrepancies related to outstanding accounts Address customer inquiries and concerns regarding their accounts Prepare regular reports on collections activities and account statuses Educate customers on the importance of timely payments and the consequences of non-payment Stay updated on industry best practices and regulations related to debt collection. Interact with customers effectively and professionally. Ability to prioritize and manage a portfolio of accounts efficiently. Proficient in using relevant software and tools for collections tasks. Commitment to providing excellent customer service while achieving collection goals. Daily bank deposits