Administrative Receptionist / Research Team Assistant

Glocap Search; New York (NY); On-site; USD 85,000 - 105,000; Full time

Job summary

Investment Firm in New York, NY seeks an Administrative Receptionist / Research Team Assistant to manage heavy calendars, coordinate calls and travel, and greet investors in a fast-paced environment. The role offers daily office presence, exposure to senior leadership, and opportunities to grow into investor relations or research-support duties.

The position requires a Bachelor's degree and 3–5 years of relevant experience.

Qualifications

• Bachelor's degree required; 3–5 years of relevant administrative experience in finance, legal, or professional services.
• Professional, welcoming demeanor representing the firm to investors and senior executives.
• Strong organizational skills and ability to manage multiple priorities under deadlines.
• Proficiency with Microsoft Outlook, Excel, PowerPoint; quick learner of firm-specific tools.
• Discretion with confidential information and proactive attitude.

Responsibilities

• Greet employees, visitors, and investors warmly; manage check-in and visitor registration.
• Provide refreshments during meetings and anticipate hosting needs.
• Liaise with building management for deliveries, access, vendor visits, and maintenance.
• Maintain a polished, welcoming reception area.
• Manage complex, high-volume calendars for multiple team members.
• Resolve scheduling conflicts and prioritize requests by business importance.
• Schedule internal and external calls or meetings across time zones.
• Book and manage domestic and occasional international travel; flights, hotels, ground transport.
• Prepare itineraries and adjust plans for last-minute changes.
• Process travel expenses and reconcile invoices.
• Maintain office supply and pantry inventory; place orders.
• Organize team lunches, dinners, events from venue to catering.
• Assist with meeting logistics including room setup and materials.
• Support ad hoc projects and cross-team coordination.

Skills

Calendar management

Office coordination

Investor relations support

Communication

Education

Bachelor's degree

Tools

Microsoft Outlook

Excel

PowerPoint

Verity RMS

Trello

DocuSign

Job description

Our client is seeking a personable, highly organized Administrative Receptionist / Research Team Assistant to support its research team's day-to-day logistics, including heavy calendar management, call scheduling, and travel coordination, while also serving as the face of the office: welcoming visitors, offering hospitality to investors, and keeping daily operations running smoothly. This role suits someone 3–5 years into their career who is looking for meaningful exposure to a fast-paced investment environment, direct interaction with senior leadership and institutional investors, and a genuine path for growth within fund operations, investor relations, or research-support responsibilities as they take on more ownership.

COMPANY: Investment Firm

POSITION: Administrative Receptionist / Research Team Assistant

LOCATION: New York, NY

HOURS: 8am – 5:30pm (with flexibility to come in earlier or stay later as needed)

OFFICE REQUIREMENTS: 5 days in office

COMPENSATION: $85–$105K + discretionary bonus + benefits

BACHELOR'S DEGREE REQUIRED: Yes

Responsibilities of the Administrative Receptionist / Research Team Assistant:

• -Greet employees, visitors, and investors warmly upon arrival; manage check-in and building visitor registration processes
• -Offer coffee/refreshments to investors and guests during meetings; anticipate hosting needs proactively
• -Serve as the primary liaison with building management for deliveries, access, vendor visits, and maintenance requests
• -Maintain a polished, professional, and welcoming reception area at all times
• -Manage and coordinate complex, high-volume calendars for multiple research team members simultaneously
• -Resolve scheduling conflicts in real time and prioritize competing requests based on business importance
• -Schedule internal and external calls or meetings, coordinating across time zones as needed
• -Book and manage domestic and occasional international travel for research team members, including flights, hotels, and ground transportation
• -Prepare detailed, accurate itineraries and adjust plans quickly in response to last-minute changes
• -Process related travel expenses and reconcile invoices
• -Maintain office supply and pantry inventory; proactively place and track orders so the office never runs short
• -Organize team lunches, dinners, and celebratory events (birthdays, milestones, offsites), handling logistics from venue selection to catering orders
• -Support with meeting logistics, including room setup, materials preparation, and technology needs
• -Assist with ad hoc projects and cross-team coordination, stepping in wherever support is needed

Requirements of the Administrative Receptionist / Research Team Assistant:

• -Bachelor's degree required; 3-5 years of relevant administrative, office management, or coordinator experience, ideally in finance, legal, or another professional services environment
• -Warm, professional, and polished demeanor, comfortable representing the firm to institutional investors and senior executives
• -Strong organizational skills with proven ability to juggle multiple competing priorities under deadline pressure without dropping details
• -Proficiency in Microsoft Outlook, Excel, and PowerPoint, with the ability and willingness to quickly learn firm-specific tools (e.g., Verity RMS, Trello, DocuSign)
• -Excellent written and verbal communication skills, with strong attention to tone and professionalism in external-facing correspondence
• -Discretion in handling confidential information and a proactive, "no task too big or small" attitude
• -Verifications of identity, education, prior employment, and references may be required