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Private Equity firm located in Midtown, Manhattan is seeking to hire a Temp to Perm Administrative Receptionist to support a team of 5-6 in their NYC office. Note this role is 70% reception/office assistant and 30% administrative. The role will be responsible for a high volume of tasks including calendar management and scheduling, effectively prioritizing information and requests to then ensure appropriate level of urgency is given, monitor/track conference room meeting schedules, manage travel/expenses and other administrative support tasks required at the office level. You are required to be in office 5 days per week, 8:30am – 5:30pm.
Responsibilities:
70% Reception & Office Operations
- Greet and welcome guests at the front desk in a professional and friendly manner.
- Serve as the first point of contact for visitors, directing them to the appropriate conference room or employee.
- Coordinate guest building access and provide all necessary arrival information.
- Manage conference rooms by ensuring they are clean, organized, and fully set up before meetings, and reset rooms afterward.
- Independently manage daily lunch orders, ensuring orders are placed, delivered on time, and properly labeled.
- Monitor, organize, and replenish pantry supplies, snacks, beverages, and kitchen inventory.
- Order and maintain general office supplies while keeping supply rooms organized and well-stocked.
- Receive, sort, and distribute incoming mail and packages.
- Answer and route incoming phone calls, take detailed messages, and ensure timely follow-up.
- Coordinate with building management and office vendors (including pantry, coffee, water, and other office services) to maintain a well-functioning office.
- Assist with office events and provide logistical support for onsite meetings as needed.
- Exercise a high level of professionalism, integrity, and discretion when handling confidential information and interacting with senior executives, clients, and external partners.
30% Executive & Administrative Support
- Provide administrative support, including high-volume email and calendar management.
- Coordinate internal and external meetings, conference room logistics, and scheduling across multiple calendars.
- Partner closely with Executive Assistants to support executives and ensure seamless day-to-day operations.
- Arrange domestic and international travel, including flights, hotels, ground transportation, and itineraries.
- Prepare and process expense reports in a timely and accurate manner.
- Assist with meeting materials and provide administrative support before and after meetings.
- Maintain accurate calendars and respond to scheduling requests with a high degree of organization and attention to detail.
- Help ensure smooth communication between executives, assistants, vendors, and internal teams.
Qualifications:
- BA degree. 1+ years of administrative/scheduling experience in a corporate setting.
- MS Word, Excel, and Outlook (Experience with outlook is essential).
- Flexible/can do attitude.
- Ability to complete a high volume of tasks and projects with little to no guidance.
- Strong written/verbal communication skills.
- Calendar management for executives
- Resourceful and proactive.
Compensation/Benefits:
- 65-80K base DOE + Paid overtime + Discretionary bonus
- Amazing benefits!
A1464879NY-Temp_1782835144