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Global asset management firm located in Midtown, Manhattan is seeking to hire a Temporary to Permanent Receptionist/Administrative Assistant Floater to provide primary reception and administrative coverage for the office. They will also provide general office and facilities support. Requiring 5 days on-site from 8:30am-5:30pm daily, the ideal candidate is highly detail-oriented with a mature and professional demeanor.
Responsibilities:
- Provide primary reception and telephone coverage; Handle incoming calls in a professional and courteous manner
- Professionally greet and direct all visitors, including clients and vendors
- Coordinate all conference room bookings, following company procedure: receive requests for bookings from staff members and create Outlook calendar invites
- Assist in the day-to-day front office administrative and facility related activities
- Maintain the office’s reception, kitchen, conference rooms, supply, mailroom and printer areas
- Maintain office supply inventory list and order supplies; Stock the kitchen, supply room, printer locations and restrooms (if internal) maintaining all in a neat and organized fashion
- Coordinate catering needs for client and other office meetings or events
- Train admin staff on reception and office tasks, responsibilities and processes
- Provide administrative support to office employees or employees that may visit (Clients and Lighthouse Group employees)
- Coordinate transportation service and other travel-related arrangements as needed
- Submit building maintenance tickets for facility related services
- Assist with facilities onboarding (key fob access, ID badge coordination and desk setup)
- Coordinate and implement all remote visitor access and flex desk setup processes
- Perform filing, printing, binding, shipping and data entry tasks as needed for various departments
- Update and distribute company telephone directory as needed
- Update and maintain various internal employee and vendor lists
- Assist with updating and maintaining the office policy and procedure manuals; Take the lead in maintaining the latest version and any updates for the office location
- Coordinate the ordering and distribution of company print materials including business cards, letterhead, and marketing materials as needed
- Sort and distribute incoming/outgoing mail including faxes and priority overnight mail
- Organize domestic and international couriers and shipping services
- Maintain office records and other documentation thoroughly and accurately, in accordance with company policies. This includes required employment law posters as needed
- Provide administrative and coordination support for various business office projects and tasks
- Provide administrative assistance to various company departments as needed including collating data, preparing reports, marketing materials and data entry tasks
- Ensure completion of all office logs including sign-in and security procedures
- Event planning and coordination
- Available to stay late to meet deadlines or for after-hour emergencies as needed
- Provide back-up support and coverage for the Lighthouse Office Administrator
- Other duties may be assigned by the Director, Global Administrative Services, and other senior managers
Qualifications:
- Team player with the ability to multi-task and prioritize. One should be able to achieve goals and satisfy deadlines in an accurate, timely, and efficient manner. This individual must be process and detail-oriented, with the ability to identify opportunities for improvement within the stated areas of responsibilities noted above
- Minimum of 2-4+ years’ of recent experience in providing administrative support and office coordination tasks in a fast-paced corporate office
- Proficient in Outlook, Word, PowerPoint and Excel
- Communicate with the highest degree of transparency and follow-up within reporting line
- Ability to communicate in a professional and courteous manner
- Excellent professional written skills is required
- Demonstrate the ability to coordinate multiple projects concurrently including providing necessary project status follow-up
- Strong work ethic and comfort level working in a high-volume environment
- Ability to work independently while fostering a collaborative environment and functioning in a team structure
- Excellent customer service skills with a strong attention to detail
- Professional disciplined and organized work style
- Punctuality and reliability are essential
- Courteous and professional demeanor required
- Ability to work effectively with all levels of management within the company and promptly resolve issues or recommend improvements in a positive solution-driven manner
Compensation/Benefits:
- Up to 75K Base + Discretionary Bonus + Benefits
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