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Investment Management firm located in in Midtown Manhattan is seeking a Temp to Perm Administrative Assistant/Receptionist to support two senior level executives, in addition to front desk duties. This role is a fully onsite position and the hours are 9am to 6pm daily with flexibility as needed.

Responsibilities:

• Manages calendars by scheduling meetings and conference calls; reserving and preparing conference rooms; greeting guests
• Coordinates travel arrangements, including airfare, hotels, trains, and car service
• Prepares and processes expense reports, as well as assists with expense approvals
• Provides clerical support including opening and distributing mail, scanning and filing of documents, and maintaining filing system
• Maintains and distributes weekly and monthly reports; emails, prints, binds, and distributes materials in advance of meetings
• Must be logged in to phone system and Zoom during working hours
• Collects, processes, and codes all invoices; assists with vendor setup
• Performs reception duties for the 18th floor, including answering main phone lines, inventory management, and restocking supplies
• Manages building and maintenance requests for the 18th floor
• Acts as backup for reception duties on the 15th floor, including answering main phone lines, inventory management, and restocking supplies
• Participates in company-provided training and complies with all company policies and standards, including associate handbook, applicable health and safety rules and regulations, and local, state, and federal laws
• Assists with corporate events and coordinates communication amongst regional offices
• Performs other tasks and special projects as directed, including help with presentations and formatting in Excel, Word, or PowerPoint

Qualifications:

• Bachelor's Degree
• 1-3+ years of administrative experience, including team support
• Proficiency in Microsoft Outlook and Office Suite (Word, Excel, PowerPoint)
• Excellent communication, written and interpersonal skills (written, verbal, and typing)
• Familiarity with allocation methods and pro rata formulas, comfortable with numbers
• Ability to review letters and reports and assemble from standardized templates
• Familiarity with internet travel sites to find best flight and hotel deals, ability to maximize efficiency and flexibility in travel and ability to interface with airlines, travel agents etc. to make changes on short notice at all hours
• Knowledge of presentation binding equipment, copiers and scanners
• Persistence to ensure people attend meetings and requisite materials are available in or before the meetings
• Reliable and punctual
• Proactive and self-motivated
• Ability to work and keep pace in a fast-moving complex environment
• High Integrity and Ethical Standards

Compensation/Benefits:

• DOE 75-80K base plus paid overtime and discretionary bonus

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