Office Administrative Assistant Jobs

We are working with a prestigious private equity firm in midtown seeking an Office Assistant for a 2-month temporary assignment. This individual will assist the Office Manager in the overall Facilities /Office management activities. The ideal candidate will exhibit high standards, excellent communication skills, and an ability to take initiative and prioritize daily tasks. This is a great way to build your resume while gaining experience at a top fund in the city.

Duties and responsibilities

Reception Area:

· Answer all incoming calls with a professional demeanor and relay to the proper party.

· Greet all guests in a cordial manner and notify the appropriate party of their arrival.

· Arrange for messengers when requested and note particulars of the request in the log.

· Sign for and disperse all packages.

· Sort and distribute mail (delivered once a day) in a timely manner, both local and international.

· Prepare labels and airway bills for Federal Express and DHL

o Prepare for both local and overseas offices and ensure that Federal Express and/or DHL pouches are prepared every Friday with an appropriate label.

· Check the outgoing mailbox at the end of the day for any letters or packages and ensure they are delivered to the nearest postal box.

· Maintain visitor log that tracks when the exterminator, plant, air conditioning, or light maintenance person comes in.

· Maintain reception area, ensuring that it is always neat and presentable, tidy newspapers and

clear beverages.

Conference Rooms and Meetings Support:

· Schedule conference rooms as needed.

· Set up and clean up conference rooms and stay until last meetings of the day are finished.

· Check status/condition of conference rooms on a daily basis ensuring rooms are ready to receive guests with an adequate supply of glasses, beverages, pens, pencils, and tissues.

· Prepare weekly meeting schedule and distribute to appropriate parties every Friday.

· Maintain daily communication with reception to ensure coverage and tasks are handled in a timely manner.

· Assistance with catering orders for the office, keep track of allergies in the office.

Administrative Support as Needed:

· Provide administrative support to as needed.

· Provide backup support for other receptionist as needed.

· Ad hoc projects or work as they arise.

Travel Bookings for Office:

· Assist with car reservations for office visitors as needed.

· Assist with hotel bookings for visitors.

· Assistance with expense reports.

· Ad hoc requests for guests/employees.

Experience & Skills

Qualifications:

· Bachelor’s degree preferred

· Previous experience in Office management, Reception, or Hospitality

· At least 2 years of experience