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Our client, a global private markets investment firm, seeks a Temporary Office Assistant to provide general administrative and facilities support. Hours are 8am to 5pm with a 1-hour lunch; this is an onsite role 5 days/week that will go on for 1-2 month. Compensation is up to $30/hour.
ESSENTIAL JOB FUNCTIONS:
· Assist with the day-to-day operation of the New York Office, ensuring a safe, productive, and professional work environment.
· Assist the Office Manager with catering for conference room meeting setup/cleanup as needed
· Collaborate with Office Manager on any office maintenance including repairs, cleanings, plants/flowers, and general aesthetics
· Assist Office Manager with any special event planning/execution
· Manage Robin Desk /Office reservations with Receptionist
· Support staff in assigned project-based work
· Create, edit, and troubleshoot documents using Microsoft Suites
· Monitor Admin Inbox with Receptionist
· Report and resolve building-related issues
· Collaborate on office maintenance, repairs, and aesthetics
· Maintain health and safety protocol and regulations in compliance with NYS law
New Hire Onboarding
· Work with Receptionist on New Hire Onboarding/Offboarding duties:
– Set up desks, coordinate headshots, and provide office tours
– Send building security email with app installation instructions
– Send Seamless/Uber setup email with conference room booking details
– Assign SSG access cards and facial recognition setup
– Book orientation rooms
Pantry/copy/mail room duties
· Print and bind decks and presentations
· Upload documents onto iPads
Send out FedEx packages and mail as requested
· Distribute mail and packages to the office
· Organize, and maintain/restock coffee machines, pantries, and copier rooms
EDUCATION AND/OR WORK EXPERIENCE REQUIREMENTS:
· Minimum High-School Diploma
· At least 2+ years of administrative experience in a financial services organization or equivalent
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
· Acute attention to detail, accuracy, and general aesthetics
· Effective communication skills and strong problem-solving skills
· Ability to prioritize activities while working on multiple projects and achieve target deadlines
· Proficiency with Microsoft Suites
OTHER ATTRIBUTES:
· High-level of confidentiality
· Commitment to learning
· Adaptability and willingness to take on new tasks
· Team-player with a “can do” attitude
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