Administrative Assistant/Floater at Dynamic Investment Firm in Midtown

BCL Search; New York (NY); Vor Ort; USD 75.000 - 85.000; Vollzeit

Benefits dieser Stelle

Paid OT

Fully Covered Benefits

Discretionary Bonus

401K/Contribution

Great PTO

Zusammenfassung

Dynamic Investment Firm in Midtown is seeking an Administrative Assistant/Floater to provide coverage across administrative, reception, and office operations. The role is in office, five days a week, and requires a proactive, detail-oriented, and reliable candidate who can pivot between responsibilities in a fast-paced environment.

Responsibilities include back-up coverage for admins and reception, greeting visitors, calendar management, travel arrangements, onboarding, invoices, and vendor

Qualifikationen

• Bachelor’s degree and 2+ years of applicable administrative experience.
• Highly organized with the ability to prioritize multiple responsibilities in a fast-paced environment.
• Proactive, flexible, and highly reliable with a positive attitude.
• Strong written and verbal communication skills with a polished and professional approach.
• Ability to work independently and with senior management and guests.
• Proficiency in Microsoft Office Suite.

Aufgaben

• Provide back-up coverage for Administrative Assistants and Receptionists.
• Greet visitors, manage conference rooms, coordinate catering and main phone line.
• Manage calendars, coordinate meetings across time zones, arrange travel and expenses.
• Assist with onboarding new employees and office orientation tours.
• Support ad hoc projects and day-to-day office operations.
• Coordinate mail, courier services, supplies, building services and general needs.
• Manage conference rooms and pantry with housekeeping coordination.
• Process invoices and assist with routine accounting reporting.
• Coordinate subscriptions and vendor services with accounting.
• Prepare documents, obtain signatures, and maintain electronic files.
• Provide additional administrative support across the team.

Kenntnisse

Highly organized

Detail-oriented

Proactive

Strong communication

Ausbildung

Bachelor’s degree

Tools

Microsoft Office

Jobbeschreibung

Administrative Assistant/Floater at Dynamic Investment Firm in Midtown

• New York, NY

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 withaccounting


• 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 2+ years ofapplicable 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

$75–85K + Paid OT + Fully Covered Benefits + Discretionary Bonus Opportunity + 401K/Contribution + Great PTO

HOURS

8:30am–5:30pm or 9:00am–6:00pm with a one-hour lunch break
In office, 5x/week