Administrative Assistant/Receptionist

Boothbay Fund Management LLC; New York (NY); On-site; USD 65,000 - 85,000; Full time

Benefits offered by this job

Health insurance

401(k)

Job summary

Boothbay Fund Management LLC is seeking an Administrative Assistant/Receptionist for our NYC headquarters. You will greet clients and manage complex schedules, travel, and correspondence to support the executive team.

Greet visitors, answer calls, oversee daily office operations, and coordinate meetings, catering, and materials. Assist onboarding and serve as primary receptionist for NYC HQ, with opportunities to lead office projects.

Qualifications

• 2–3 years of office management or administrative experience preferred.
• Hedge fund or asset management experience is desirable but not required.
• Strong communication and interpersonal skills for senior leaders and portfolio managers.
• Ability to prioritize and meet deadlines in a fast-paced environment.
• Ability to manage multiple tasks and deadlines with discretion and judgment.
• Attention to detail and ability to prioritize work.
• Ability to work independently and collaboratively in a team.

Responsibilities

• Greet clients, visitors, and vendors in a professional and courteous manner.
• Answer incoming calls, direct to appropriate individuals, and take messages.
• Oversee daily operations of the New York office for organization and efficiency.
• Provide administrative support to the executive team: calendar management, travel arrangements, correspondence.
• Manage relationships with office suppliers, contractors, and service providers; track contracts and invoices.
• Coordinate meetings, conference rooms, catering, and presentation materials.
• Support the executive team with ad-hoc tasks and lead projects as needed.
• Assist in onboarding new employees, setup workstations, and office orientations.
• Act as the primary receptionist for NYC headquarters visitors.
• Support coordination of office events and team-building activities.

Skills

Office administration

Scheduling

Communication

Prioritization

Multitasking

Job description

Boothbay Fund Management, LLC is a multi‑manager multi‑strategy firm with 100+ alternative asset managers trading strategies across a spectrum of asset classes globally. Boothbay has its headquarters in New York City, with additional offices in Westchester County and London. The firm is operated with an entrepreneurial spirit and is continually seeking to improve and expand. We are looking for an Administrative Assistant/Receptionist for our NYC headquarters to play a critical role in the operational success of our growing business. This pivotal position requires not only excellent organizational skills and the ability to manage complex schedules but also a keen capacity for anticipating the needs of our executives.

Responsibilities

• Greet clients, visitors, and vendors with professionalism and courtesy, ensuring they have a positive experience when visiting Boothbay Fund Management
• Answer incoming calls, direct them to the appropriate individuals, and take detailed messages when necessary
• Oversee the daily operations of our New York office, ensuring a well‑organized and efficient work environment.
• Provide administrative support to the executive team for regular activities such as calendar management, coordinating travel arrangements, and handling correspondence
• Manage relationships with office suppliers, contractors, and service providers (e.g., catering, IT support, cleaning services). Ensure that contracts and invoices are tracked and processed timely.
• Coordinate meetings, conference room setup, catering, and preparation of presentation materials.
• Support the executive team with ad‑hoc tasks and assist with or lead projects as needed.
• Assist in onboarding new employees, including setting up workstations and providing office‑related orientations.
• Act as the point of contact for office‑related inquiries and issues.
• Support the coordination of office events and team‑building activities.
• Serve as the primary receptionist for visitors to our New York City headquarters.

Qualifications

• 2-3 years of office management or administrative role preferred, but not required. Previous experience in a hedge fund or asset management firm is desirable but not required.
• Strong communication and interpersonal skills, including the ability to have written and verbal communications with senior leaders and portfolio managers
• Able to prioritize and meet deadlines in a fast paced, constantly changing environment
• Ability to manage multiple tasks, projects, and deadlines well, and work effectively under pressure, with proven ability to use discretion and judgment
• Attention to detail with ability to prioritize work assignments as required
• Ability to work independently and collaboratively in a team‑oriented environment
• Flexibility and adaptability to changing priorities and work demands

Compensation

• Anticipated Salary Range: $65,000 - $85,000 base salary (DOE), plus eligible for discretionary bonus commensurate with performance
• Benefits include Health insurance and 401(k)

Our Firm

Boothbay is an institutional investment firm dedicated to seeking consistent, uncorrelated absolute returns in all market environments. Boothbay uses a combination of proprietary technology and experience to target traditional and non‑traditional sources of alpha. Boothbay employs a range of investment strategies with broad industry, sector, style and geographic diversification. Capital is deployed based on strategy edge, diversification, volatility, background, correlations to the market, capital efficiency, and other considerations.