Administrative Assistant/Floater at Dynamic Investment Firm in Midtown

Posted yesterday

bcl searchNew York (NY)

Secretaries and Administrative Assistants, Except Legal, Medical, and Executive Office Administrative Services

SENIORITY

Mid

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About the role

Administrative Assistant/Floater Our client, a leading investment firm in Midtown West, is seeking a highly organized Administrative Assistant/Floater to join its 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 during extended absences or recruiting periods
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
Support the administrative team and Office Management 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
Coordinate database subscriptions and other vendor services with accounting
Assist with preparing documents, gathering signatures, and maintaining organized electronic files
Provide additional administrative support and participate in group coverage across the administrative team as needed

Requirements:

Bachelor's degree and at least 2 years of experience managing a reception desk, or 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
Approachable and responsive with the ability to work effectively with employees, senior management, and external guests
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
Proficiency in Microsoft Office Suite

Salary: $7585K + Paid OT + Fully Covered Benefits + Discretionary Bonus Opportunity + 401K/Contribution + Great PTO Hours: 8:30am5:30pm or 9:00am6:00pm with a one-hour lunch break In office, 5x/week

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