Job Description

Our client, a leading investment firm located in Midtown West, is seeking a highly organized Administrative Assistant/Floater to join its New York City team. This is a dynamic role providing coverage and support across the firm’s administrative, reception, and office operations functions. The ideal candidate is proactive, detail-oriented, flexible, and highly reliable, with a positive attitude and the ability to quickly pivot between responsibilities in a fast-paced environment. This role is in office, 5x/week.

RESPONSIBILITIES:

• Provide back-up coverage for Administrative Assistants and Receptionists and temporarily step into open administrative positions
• Provide daily lunch and additional reception coverage as needed, including greeting and directing visitors, managing conference rooms, coordinating meeting logistics and catering, and handling the main phone line
• Provide administrative support including calendar management, meeting and conference call coordination across time zones, travel arrangements, expenses, phone coverage, contact management, document preparation, and electronic filing
• Assist with onboarding new employees, including leading office orientation tours and providing introductions to workplace tools and resources
• Support the administrative and Office Management teams with ad hoc projects and day-to-day office operations
• Coordinate mail, courier services, office supplies, building services, and general office needs
• Assist with conference room and pantry management, including meeting setup and coordination with housekeeping staff
• Process invoices and assist with routine accounting-related reporting, including petty cash and corporate card reconciliation
• Coordinate database subscriptions and other vendor services with accounting
• Provide additional ad hoc support as needed

REQUIREMENTS:

• Bachelor’s degree and 2+ years of applicable administrative experience
• Highly organized and detail-oriented with the ability to prioritize multiple responsibilities in a fast-paced environment
• Proactive, flexible, and highly reliable with a positive, can-do attitude
• Strong written and verbal communication skills with a polished and professional approach
• Strong judgment and follow-through with the ability to work both independently and collaboratively as part of a team
• Comfortable working in a fast-paced, open office environment and pivoting between administrative, reception, and office support responsibilities
• Strong computer and internet research skills
• Proficiency in Microsoft Office Suite

SALARY:

$70–85K + Paid OT + Full Benefits + Discretionary Bonus Opportunity + 401K

HOURS:

8:30am–5:30pm or 9:00am–6:00pm (DOE) with a one-hour lunch break

In office, 5x/week

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