Receptionist and Administrative Assistant

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Overview

Our client is seeking a polished, proactive, and highly organized Receptionist / Administrative Assistant to support their San Francisco office. This hybrid role combines front‑of‑house responsibilities with administrative support for senior team members. The ideal candidate is professional, detail‑oriented, and thrives in a fast‑paced, client‑facing environment.

Key Responsibilities

Reception & Office Operations

• Welcome and host guests, including escorting visitors from building security, guiding them to meetings, and offering refreshments.

• Manage conference room scheduling and ensure meeting spaces are prepared and reset.

• Coordinate catering for meetings and handle post‑meeting cleanup.

• Answer and route calls from the main reception line; provide afternoon coverage for East Coast phone lines.

• Set up video conferences, presentations, and other AV needs.

• Handle printing, binding, and meeting materials as required.

• Maintain a tidy and well‑stocked office, including pantry groceries and office supplies (paper, toner, etc.).

• Oversee general office maintenance, including window cleaning, rug cleaning, and vendor coordination.

• Manage parking assignments and team parking spots.

• Partner closely with the Senior Executive Assistant in SF and maintain strong communication with the NY‑based operations team (HR, Legal, Accounting).

• On‑site presence required Monday through Friday.

Administrative Support

• Provide administrative support to SF‑based professionals, including:

  • One Managing Director

  • A Venture Partner

  • Visiting global team members

  • Junior team members and interns as the team grows

• Adapt to supporting additional professionals as needed.

• Serve as a professional point of contact for clients and investors; manage calls and messages.

• Handle complex scheduling and calendar management.

• Coordinate domestic and international travel in partnership with the travel agency.

• Process expenses in Concur in accordance with company policy.

• Support ad hoc projects and team initiatives.

• Collaborate with other assistants and provide coverage during vacations or sick days.

Qualifications

• Bachelor’s degree required.

• 1-3 years of administrative experience; financial services experience preferred.

• Exceptionally polished, professional, and client‑facing demeanor.

• Outstanding verbal and written communication skills.

• Strong proficiency in Microsoft Office, especially Outlook.

• Experience with Concur is a plus.

• Tech‑savvy and comfortable learning AV systems.

• Highly organized with impeccable attention to detail and the ability to manage multiple priorities.

• Able to work independently, follow through on assignments, and adapt to changing needs.

• Flexible with work hours; overtime may be required.

• Positive attitude and strong team‑oriented mindset.

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