Receptionist/Administrative Assistant

Gravity Staffing, Inc.; New York (NY); On-site; USD 45,000 - 60,000; Full time

Job summary

Gravity Staffing, Inc. in New York City seeks a Receptionist/Administrative Assistant to support their NYC office. This is a fully on-site role, hours 8–6, ideal for someone with 1–3 years of experience in a large corporate environment doing Reception, Admin or Office Coordinator/Manager.

Responsibilities include greeting visitors, directing calls, managing Outlook conference room reservations, mail delivery, catering support, travel planning, expense reporting, and preparing documents as needed.

Qualifications

• Bachelor’s degree preferred.
• 1–3 years of experience in a large corporate setting providing reception, admin or office coordinator support.
• Attention to detail with high professionalism.
• Proficient in Microsoft Office; Concur a plus.

Responsibilities

• Welcome visitors and direct them appropriately; answer, screen and forward incoming calls.
• Manage conference room reservations in Outlook.
• Receive and sort daily mail, deliveries and couriers; ensure packages reach the right party.
• Stock the kitchen and supply room; assist with catering for meetings as needed.
• Maintain reception area in an orderly fashion.
• Provide administrative support to designated professionals and teams.
• Coordinate internal and external meetings, including scheduling, catering and logistics.
• Assist with travel booking, itineraries and expense reports.
• Prepare, edit and distribute correspondence, presentations and reports.
• Support office projects and events by coordinating logistics and tracking deliverables.
• Act as back-up admin for others during travel or sick days.

Skills

Reception

Administrative Support

Office Coordination

Education

Bachelor’s Degree Preferred

Tools

Microsoft Office

Concur

Job description

The NYC office of a global investment firm is looking for a Receptionist/Administrative Assistant to support their NYC office. This is a fully on-site position (not hybrid), the hours are 8-6 and it's a great opportunity for someone with a couple of years of related experience in a large corporate environment, doing Reception, Admin or Office Coordinator/Manager, who is looking to take their career to the next level.

Responsibilities include:

• Welcome visitors and direct them appropriately and answer, screen and forward any incoming phone calls;
• Manage and update conference room reservations within Outlook;
• Receive and sort daily mail/deliveries/couriers; ensure all packages are delivered to appropriate party;
• Stock the kitchen and supply room daily and assist other admins with ordering catering for meetings as needed;
• Ensure reception area is maintained in an orderly fashion;
• Provide administrative support to designated professionals and teams;
• Coordinate internal and external meetings, including conference room scheduling, catering, materials preparation, and logistics;
• Assist with travel booking, itineraries, ground transportation, and track expense reports;
• Prepare, edit, and distribute correspondence, presentations, reports, and other documents as needed;
• Support team projects and initiatives by coordinating logistics, tracking action items, and following up on deliverables;
• Act as a back-up admin for other admins during travel, sick days, etc;
• Assist in the planning of office events & culture initiatives.

Desired Skills and Experience:

• Bachelor’s Degree Preferred
• Approx 1-3 years experience in a large corporate setting providing reception, admin or office coordinator support
• Attention to detail in the execution of every task incorporating a high degree of professionalism
• Proven proficient working with Microsoft Office Suite; Experience with Concur a Plus
• Good time manager with ability to recognize and set shifting priorities
• Ability to be flexible to the needs of the day and maintain a calm composure