Job Description
Our client, a highly reputable investment firm located in Midtown, is looking to hire an Administrative Assistant / Receptionist. The candidate will play a critical role in front desk operations while providing essential administrative support to ensure the smooth functioning of daily office activities. This position involves greeting visitors, managing phone inquiries, coordinating conference room schedules, and collaborating closely with the housekeeping team. This is a fantastic opportunity to assist a dynamic firm!
This role is in the office, 5x a week. REPONSIBILITES: - Greet and assist visitors in a professional and welcoming manner, serving as the first point of contact for the organization
- Manage incoming phone calls and emails, directing inquiries to the appropriate personnel and ensuring timely responses
- Schedule appointments and maintain conference room calendars
- Coordinate various internal meetings and events as needed
- Perform clerical duties, including filing, data entry, and expense reporting ensuring that all reports are accurate
- Prepare and manage correspondence, memos, reports, and presentations
- Offer audiovisual support for all conference room meetings, ensuring equipment is set up and functioning properly
- Monitor and maintain inventory of office supplies, proactively ordering copy room supplies and other essentials as needed
- Ensure the reception area is tidy and always organized, creating a professional and welcoming environment for visitors
- Maintain order at printer stations daily
- Coordinate various building services
- Sign for and distribute mail, print stamps, and manage the postage account.
- Order business cards
- Coordinate and communicate with the housekeepers, including, printing the daily conference room calendar schedule and verbally communicating updates as needed
- Prepare routine accounting reports on a weekly and monthly basis
- Perform miscellaneous job-related duties as assigned
- Assist HR with various programs and processes for NYC employees, including but not limited to Onboarding & Off-boarding
REQUIREMENTS: - Independent, organized individual with great attention to detail
- Extremely reliable and have positive attitude
- Approachable and responsive to all employee requests
- Possess the ability to prioritize a variety of challenges and responsibilities
- Communicate effectively both orally and in writing
- Possess the ability to work well with all levels of management as well as outside guests
- Exhibit good judgment
- Work well both independently and in a team
- Able work in a fast-paced open area
- Experience coordinating transportation
- Have a Bachelor’s degree and at least 2 years of experience managing a reception desk
SALARY $70-$80K + Paid OT + FULLY paid Benefits from day 1 + Discretionary Bonus Opportunity + 401K/contribution + Great PTO
HOURS 8:30am-5:30 (DOE) + flexibility if needed
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