Temp to Perm Administrative Assistant

Glocap Search; New York (NY); On-site; USD 100,000 - 110,000; Full time

Benefits offered by this job

Discretionary Bonus

Benefits

Job summary

Glocap Search is partnering with a Midtown PE firm to recruit an exceptional Administrative Assistant for a temp-to-perm role. You will be the first contact for guests and callers, keep the office running smoothly, and support senior staff across admin and office operations.

The ideal candidate holds a Bachelor’s degree (preferred) with 3–4 years in financial services, strong MS Office skills, and comfort with SharePoint. In-office hours are 8:30am–5:30pm with flexibility.

Qualifications

• Bachelor's Degree preferred.
• 3–4 years professional experience, preferably in financial services.
• Excellent verbal communication and professional phone manner.
• Strong Microsoft Office skills; familiarity with AI software & SharePoint a plus.

Responsibilities

• Serve as the primary contact for visitors and callers.
• Manage office operations and facilities tasks.
• Coordinate catering, mail, and packages; schedule conference rooms.

Skills

Customer service

Organizational skills

Multitasking

Professional communication

Education

Bachelor's degree preferred

Tools

Microsoft Office

SharePoint

Outlook

Job description

HOURS: 8:30am-5:30pm with flexibility (in office Monday-Thursday, as needed on Fridays)

COMPENSATION: Hourly while temping, up to $100-110K when converted perm + Discretionary Bonus + Benefits

BACHELOR'S DEGREE: Preferred

We are working with a PE firm located in Midtown - they are seeking an exceptional Administrative Assistant to join their team on a temp to perm basis! This role is central to the day-to-day experience of the office — serving as the first point of contact for guests and callers, keeping operations running smoothly, and providing targeted administrative and office management support to senior staff. The ideal candidate is professional, proactive, and comfortable wearing multiple hats in a fast-paced investment environment.

Responsibilities of the Administrative Assistant:

Front Desk & Guest Services

• Serve as the primary point of contact for all visitors, clients, and guests
• Register all guests in the building visitor system prior to their arrival
• Answer, screen, and direct all incoming phone calls; take detailed messages and route urgent calls appropriately
• Manage daily opening and closing of the office, including lights, phones, and copiers/fax machines

Office Operations & Facilities

• Conduct morning floor walk-throughs to ensure suite cleanliness, adequate supplies, and functioning equipment; elevate maintenance issues via work orders as needed
• Oversee kitchen and snack area restocking daily — coffee, beverages, paper goods, and pantry supplies — performing full inventory at least weekly
• Manage supply orders (kitchen and general office); obtain required approvals before submitting purchase orders
• Monitor and replenish restroom supplies; coordinate routine cleaning and maintenance services, keeping relevant contacts informed
• Manage conference room bookings through Outlook; ensure rooms are properly set up before each meeting and restored afterward
• Coordinate Tuesday morning all-staff Zoom calls: prepare the large conference room, post the agenda PDF to SharePoint, and manage AV setup
• Sort and distribute incoming US Mail and packages daily; allocate fund-related mail
• Prepare FedEx shipments online and deliver packages to the FedEx location or lobby drop as appropriate
• Coordinate messenger and courier services as requested

Food & Catering Orders

• Order breakfast, lunch, and catering for internal meetings and client events as directed by meeting organizers
• Coordinate with approved vendors per firm catering standards

Executive & Administrative Support

• Provide ad hoc administrative assistance to various departments, including clerical tasks that can be performed from the reception desk
• Support annual meeting and strategy meeting preparations (name tags, guest coordination, room setup) as directed
• Maintain building access logs and coordinate new access card requests through the appropriate channels
• Assist with business card reorders and other vendor coordination as needed
• Manage fire drill notices and building-wide communications from property management

Requirements of the Administrative Assistant:

• Bachelor's Degree preferred
• 3-4 years professional experience, preferably within financial services.
• Strong Microsoft Office skills are a must; familiarity with AI software & SharePoint a plus
• Excellent verbal communication skills and professional phone manner
• Strong organizational skills with the ability to multitask and prioritize in a fast-paced setting
• Reliable, punctual, and flexible
• Proactive attitude with “no task too small mentality”