Receptionist/Administrative Assistant Jobs

NYC diversified alternative investment manager with global offices in London, Singapore and Miami is seeking a part-time Receptionist/Administrative Assistant with at least one year of work experience to join the Office Administration team in the NY office. The successful candidate will support the daily administrative workflow by greeting guests, answering the main phone line, calendar management, meeting room preparation, video conference set-up, mail review and distribution, and various administrative tasks across the firm. This is a part-time role and will be in-person 2 days per week (Tuesday and Wednesday). The hours will be 8am-2pm (12 hours per week). Tentative start date on or around September 5, 2023.

• Assist in planning and executing firm events both in and out of the office.
• Well organized, diligent, proactive, and thorough in efficiently managing multiple tasks.
• Coordinate multiple calendars via Outlook, coordinate meeting logistics and organizing and reserving meeting rooms.
• Positive, high-energy, “can-do” attitude and excellent interpersonal skills.
• Strong proficiency in Microsoft Office, more specifically MS Outlook.
• Sort and distribute mail/deliveries.
• Demonstrated poise, tact and diplomacy to work effectively and remain calm under pressure.
• Maintain orderly office spaces, including reception area, conference rooms, storage areas and kitchen throughout the day.
• Greet, direct, and provide refreshments to guests with polished and professional presentation.
• Order breakfast and lunches for the entire office, set out food and tidy-up/store leftovers.
• Coordinate travel and car service bookings.
• Self-motivated, ability to take direction and respond well to questions and seek clarification as needed.
• Communicate regularly with the Office Admin team to ensure seamless office operation and coverage.
• Water office plants.
• Minimum of one year of experience in a reception or administrative level support role in a financial services environment.
• Ad-hoc administrative duties across the firm, as needed.
• Manage employee requests (scanning, printing, DocuSign, etc.)
• Prepare packages for courier (FedEx, USPS, UPS), mail receipt and shipping distribution.
• Strong attention to detail and follow-up skills while being able to monitor tight deadlines.
• Run errands for Executives, as needed.
• Coordinate office maintenance, as needed.
• Prepare expense reports per company policy.
• Notary license is a plus, but not required.
• Assist in the ordering, stocking, and distribution of pantry and general office supplies.
• Answer main phone line and relay messages accurately and in a timely manner.

The compensation for this role is $25-$32/hr.