Office/Administrative Coordinator

Oppenheimer & Co Inc; New York (NY); On-site; USD 65,000 - 70,000; Full time

Job summary

Oppenheimer & Co. Inc. in New York is seeking an Administrative Assistant/Office Manager to oversee the Midtown Investment Banking Office and provide essential administrative support.

The role supports the Head of Investment Banking, Group Heads, and Business Management peers, ensuring a professional environment and smooth daily operations while enabling professional growth within the firm.

Qualifications

• Bachelor's degree required.
• 1-2 years of experience in reception or administrative support in a corporate setting.
• Strong communication, organizational, and multitasking abilities.
• Professional demeanor with executive presence and credibility.
• Proactive, team-oriented, able to work in a fast-paced environment.
• Proficient with Microsoft Office and common collaboration tools.

Responsibilities

• Coordinate office projects and oversee Midtown Investment Banking Office upkeep.
• Manage reception for effective internal and external communications.
• Coordinate conference room reservations, catering, and meetings via Zoom/WebEx.
• Support facilities operations and access control.
• Oversee office equipment maintenance and procurement of supplies.
• Prepare, edit, and maintain documents, spreadsheets, and presentations.
• Manage calendars, meetings, travel, and expense reporting.
• Assist Business Management with recruiting related tasks.
• Participate in department ad hoc projects as needed.

Skills

Communication skills

Interpersonal skills

Executive presence

Detail-oriented

Project coordination

Education

Bachelor's Degree

Tools

Microsoft Office Suite

Zoom/WebEx

Job description

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Who We Are

Oppenheimer & Co. Inc. (“Oppenheimer”) is a leading middle-market investment bank and full-service broker-dealer. With roots tracing back to 1881, the Company is engaged in a broad range of activities in the financial services industry, including retail securities brokerage, institutional sales and trading, investment banking (both corporate and public finance), equity & fixed income research, market making, trust services and investment advisory and asset management services.
Our Investment Banking Team is committed to providing in-depth industry knowledge and delivering creative, market-based strategies to clients in all major industries, with a specific focus on Consumer and Retail, Financial Institutions, Healthcare, Rental Services, Technology, Media and Communications as well as Transportation and Logistics. Our product groups include Equity Capital Markets, Debt Capital Markets, Mergers and Acquisitions, Fund Placement and Advisory as well as Debt Advisory & Restructuring. This combination of industry and product groups enables the firm to deliver advice, strategies and capital with a universal banking approach to our targeted client, high growth, entrepreneurial, middle market companies.

Job Description

Our Investment Banking Business Management Group is actively looking for an Administrative Assistant/Office Manager to join the team in New York. The primary function of this role will be management of our Midtown Investment Banking Office, but will also include ad hoc administrative support. This is a unique opportunity to be part of a team working closely with the Head of Investment Banking, Group Heads, and other Business Management counterparts across the firm. The candidate will play an important role in maintaining a professional environment that will create a differentiated experience for both visitors and employees in addition to providing exceptional administrative support. The ideal candidate will have a strong desire to grow with Oppenheimer Investment Banking in the coming years and, with a positive disposition, an opportunity to build their skills for advancement in the firm.

Responsibilities

• Coordinate office projects and oversee the upkeep of the Midtown Investment Banking Office.
• Manage the reception area to ensure effective telephone and mail communications both internally and externally.
• Coordinate conference room reservations, catering, and meetings via Zoom, WebEx, and other platforms.
• Support day-to-day facilities operations, including distributing building access keys and backup security access cards.
• Supervise and support the maintenance and alteration of office areas and equipment, including the layout, arrangement, and housekeeping of office facilities.
• Purchase office supplies, furniture, and office equipment in accordance with company purchasing policies.
• Supervise the maintenance of office equipment, including copiers and fax machines.
• Provide ad hoc administrative support, including the creation, maintenance, and editing of documents, spreadsheets, files, and presentations.
• Manage calendars and coordinate meetings and travel arrangements.
• Prepare and track expense reports and reimbursements.
• Prioritize daily work, track project progress and deadlines, answer phones, take messages, and schedule appointments.
• Assist the Business Management team with recruiting efforts, including screening resumes, scheduling interviews, and responding to questions regarding the process.
• Participate in departmental ad hoc projects as needed.

Qualifications

• Bachelor's Degree required.
• 1-2 years of experience, preferably as a receptionist or administrative assistant in a corporate environment.
• Driven mentality with confident interpersonal skills to interact with stakeholders.
• Strong communication skills, both verbal and written, and executive presence.
• Exceptional organizational skills with the ability to multi-task and maintain strong attention to detail.
• High degree of maturity, integrity, and demonstrated leadership skills.
• Proactive, self-starting team player who excels in a fast-paced, entrepreneurial, and challenging work environment.
• Possess a high degree of proficiency with technology including Microsoft Office products (Word, Excel, PowerPoint, Teams, and Outlook) and Zoom/WebEx.

Compensation

For job postings in New York City, Oppenheimer is required by law to include a reasonable estimate of the salary range for this role. This salary range is specific to the City of New York and takes into account the wide range of factors that are considered in making salary decisions including but not limited to your skills, qualifications, experience, licensure and certifications, and other business and organizational needs. A reasonable estimate of the current base salary range is $65,000 - $70,000.00 per year at the time of this posting. Also, certain positions are eligible for additional forms of compensation such as discretionary bonus.