Front Office Administrative Assistant/ Receptionist

MSCI; New York (NY); On-site; USD 60,000 - 70,000; Full time

Job summary

An established industry player is seeking a Front Office Receptionist to be the welcoming face of their New York headquarters. This full-time role is pivotal in enhancing the workplace experience, requiring strong communication skills and a proactive approach to support employees, clients, and guests. You'll manage the reception area, assist with wayfinding, and ensure a collaborative environment. With a focus on client service and a commitment to excellence, this position offers an opportunity to thrive in a dynamic corporate culture that values innovation and teamwork. Join a global network of talented professionals and make a meaningful impact in a rewarding environment.

Benefits

Flexible working arrangements

Comprehensive employee benefits

Annual bonus eligibility

Access to learning platforms

Collaborative workspaces

Global Orientation program

Qualifications

• Proven work experience as a Front Office Representative with facilities support experience.
• Excellent written and verbal communication skills with a client centric attitude.

Responsibilities

• Cover the front desk and greet clients and guests professionally.
• Support employees with office space guidance and event coordination.

Skills

Customer service attitude

Communication skills

Organizational skills

Problem Solving

Proactive attitude

Technical Ability

Multitasking

Education

Associate's degree

Tools

Microsoft Office Suite

Visitor Management system

Facilities management software

Job description

Your Team Responsibilities

Front Office/ Receptionist - Facilities Support – Head Quarters – New York, NY

Position overview:

We are seeking a Receptionist for our New York office headquarters. This role will be a full time, (5) days a week office-based position and is a part of the Corporate Services - Facilities function. This role is integral to shaping the workplace experience as part of MSCI’s Future of Work (FOW) philosophy. The person in this role will be responsible for assisting our employees, clients and guests navigate our workplace via the wayfinding support tools and will also work closely with other members of the Corporate Services team to ensure and promote an agile, client centric, productive, and collaborative environment. There will be an expectation to support events outside of regular business hours, on occasion.

Your Key Responsibilities

Responsibilities:

• Cover the front desk from 8AM – 5PM with an hourly lunch break.
• Demonstrating a high degree of professionalism and be the “face” of the firm as the first contact clients and colleagues will have in the office.
• Meeting and greeting guests and clients by receiving, welcoming, and directing them to the appropriate local host and/or meeting rooms.
• Answering switchboard and managing incoming calls.
• Maintaining the reception area and adjacent meeting rooms, ensuring they are always ready for use.
• Supporting employees in terms of office space related guidance and all hybrid/ return-to-work efforts led by the Corporate Services team in relation to wayfinding assistance, events and employee health and safety requirements.
• Understanding and enforcement of necessary security protocols and firm specific safety policies and procedures.
• This role requires participation in our Life Safety Team which includes attendance in all trainings, drills, and leadership during an emergency.
• There will be an expectation to support events outside of regular business hours, for 2-3 hours on occasion which can vary from twice a month to 6 times a month.
• Provide core Corporate Services responsibilities by effectively supporting daily operations, which include comprehensive reception and meeting room schedule management, utilizing all facilities management software for processing requests and running reports, and providing facilities support.
• Owner of our Visitor Management system which entails the upkeep, vendor management, reporting and training of the platform.
• Supporting our desk reservation tool.
• Utilizing Building (landlord owned) platforms.
• Utilizing our Facilities workorder system to process all requests to the Facilities team.
• Registering guests and visitors with building security arrangements and submitting requests with building management for appropriate access approvals.
• Assisting with messengers, couriers and signing for deliveries in the freight area and advising relevant Corporate Services team member(s).
• Backup ordering for kitchen pantry items and special orders.
• Owner of internal office signage and reprographics.
• Liaise with Workplace Technology and other business functions as required.
• Provide general administrative support, including assisting with expense reporting, travel and other light administrative tasks as needed.
• Additional ad-hoc tasks as and when required.

The right candidate for this role should have:

• Business awareness and possess a client centric attitude.
• A pleasant personality with excellent written and verbal communication skills and ability to interact comfortably with employees and guests from all backgrounds and levels of the organization.
• Understanding the different functions and key team leads for the business.
• Having an overall client centric disposition.
• Possessing a learn and growth mindset.
• Demonstrating the capacity to self-discover and learn.
• Ability to take feedback and purpose towards positive growth and development.
• Technical Ability.
• Necessary skills to handle above responsibilities which include being organized, detail oriented, confident, and adept at technology needed for the role.
• Problem Solving & Analysis.
• Proactive attitude with the ability to act and deliver on the responsibilities with minimal information by managing expectations of visitors including our employees.
• Bringing innovative solutions to everyday challenges.
• Providing insightful resolutions, with a level of professional discernment.
• Drive, Commitment & Proactivity.
• The ability to work independently as part of a cross functional team and pursue joint goals through collaborative efforts.
• Agility and adaptability to perform not just responsibilities related to front office management but general Corporate Services and Facilities management.
• Ability to manage changing priorities and deliverables.

Your skills and experience that will help you excel

Desired requirements:

• Proven work experience as a Front Office Representative with facilities support experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, etc.)
• Hands-on experience with office equipment (e.g., fax machines and printers) and A/V.
• Professional attitude and appearance.
• Solid written and verbal communication skills.
• Ability to be resourceful and proactive when issues arise.
• Excellent organizational skills.
• Multitasking and time-management skills, with the ability to prioritize tasks.
• Customer service attitude.
• Education – Minimum of an Associate’s degree.

About MSCI

What we offer you

• Salary range: $60,000 - $70,000 / year plus eligible for annual bonus
• Transparent compensation schemes and comprehensive employee benefits, tailored to your location, ensuring your financial security, health, and overall wellbeing.
• Flexible working arrangements, advanced technology, and collaborative workspaces.
• A culture of high performance and innovation where we experiment with new ideas and take responsibility for achieving results.
• A global network of talented colleagues, who inspire, support, and share their expertise to innovate and deliver for our clients.
• Global Orientation program to kickstart your journey, followed by access to our Learning@MSCI platform, LinkedIn Learning Pro and tailored learning opportunities for ongoing skills development.
• Multi-directional career paths that offer professional growth and development through new challenges, internal mobility and expanded roles.
• We actively nurture an environment that builds a sense of inclusion belonging and connection, including eight Employee Resource Groups. All Abilities, Asian Support Network, Black Leadership Network, Climate Action Network, Hola! MSCI, Pride & Allies, Women in Tech, and Women’s Leadership Forum.

At MSCI we are passionate about what we do, and we are inspired by our purpose – to power better investment decisions. You’ll be part of an industry-leading network of creative, curious, and entrepreneurial pioneers. This is a space where you can challenge yourself, set new standards and perform beyond expectations for yourself, our clients, and our industry.

MSCI is a leading provider of critical decision support tools and services for the global investment community. With over 50 years of expertise in research, data, and technology, we power better investment decisions by enabling clients to understand and analyze key drivers of risk and return and confidently build more effective portfolios. We create industry-leading research-enhanced solutions that clients use to gain insight into and improve transparency across the investment process.

MSCI Inc. is an equal opportunity employer. It is the policy of the firm to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, religion, creed, age, sex, gender, gender identity, sexual orientation, national origin, citizenship, disability, marital and civil partnership/union status, pregnancy (including unlawful discrimination on the basis of a legally protected parental leave), veteran status, or any other characteristic protected by law. MSCI is also committed to working with and providing reasonable accommodations to individuals with disabilities. If you are an individual with a disability and would like to request a reasonable accommodation for any part of the application process, please email [e-mail] and indicate the specifics of the assistance needed. Please note, this e-mail is intended only for individuals who are requesting a reasonable workplace accommodation; it is not intended for other inquiries.

To all recruitment agencies

MSCI does not accept unsolicited CVs/Resumes. Please do not forward CVs/Resumes to any MSCI employee, location, or website. MSCI is not responsible for any fees related to unsolicited CVs/Resumes.

Note on recruitment scams

We are aware of recruitment scams where fraudsters impersonating MSCI personnel may try and elicit personal information from job seekers. Read our full note on careers.msci.com