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Our client, a private credit alternatives firm located in Midtown, Manhattan is looking for a Temporary to Permanent Part-Time Administrative Receptionist and Office Coordinator to join their team starting as soon as possible. This position will be in office every Friday between the hours of 9:00 a.m. and 5:00 p.m. with pre-agreed additional and flexible hours around investor events and executive travel. Hourly rate up to $30/hr DOE.
Responsibilities:
- Greet and welcome clients, investors, guests and visitors with professionalism and courtesy; direct them to the appropriate meeting room or person.
- Manage guest registration and visitor access in the building’s security system.
- Answer, screen and route incoming calls and messages in a timely and professional manner; provide accurate information and assistance in person, by phone and by email.
- Prepare conference rooms for in-person and virtual meetings, including ordering refreshments and ensuring appropriate setup and technology readiness.
- Maintain a clean, organized and presentable reception area and office at all times.
- Order and maintain inventory of office, kitchen and pantry supplies; restock as needed and maintain office plants.
- Ensure office equipment (printers, copiers, conference room technology) is stocked and operational; coordinate with building management and vendors as needed.
- Receive, sort and distribute daily mail, packages and deliveries.
- Perform clerical duties including photocopying, scanning, filing and document management
- Calendar management: schedule appointments, meetings and conference calls for senior team members; coordinate with the Executive Assistants and with internal and external participants to confirm availability; keep internal meeting invites current.
- Travel coordination: assist with booking flights, hotels and ground transportation; build and update travel itineraries; support visa and documentation requirements for international trips.
- Expense reporting: track and process expense reports in line with firm policy.
- Meeting coordination: prepare agendas, print and distribute materials, book conference rooms and manage logistics for internal and external meetings.
- Document management: organize and maintain electronic and physical files; assist with preparing presentations, reports and standard correspondence.
- Email and communication support: draft routine correspondence and respond to standard inquiries as directed.
- Event and project support: assist with planning and logistics for investor events, offsites and outings, and with ad hoc project coordination and report preparation.
Qualifications:
- Previous experience in a receptionist, front desk, office administration or executive support role; experience in financial services or professional services is a plus.
- Strong organizational and multitasking abilities with excellent attention to detail.
- Exceptional interpersonal, verbal and written communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams) and familiarity with office equipment; comfort learning new systems such as building security, expense and travel platforms.
- Professional appearance and demeanor, and a commitment to outstanding client service.
- Ability to think critically and solve problems independently.
- Reliability every Friday and willingness to be available for pre-agreed additional hours around events and executive travel.
- Professionalism: maintains a polished, courteous and client-focused demeanor at all times.
- Communication: clear, concise and professional across all mediums.
- Time management: prioritizes effectively to meet deadlines and manage competing demands within a limited weekly schedule.
- Attention to detail: ensures accuracy and thoroughness in all responsibilities.
- Adaptability: remains flexible and composed while handling shifting priorities, including occasional after-hours needs.
- Problem solving: anticipates issues and identifies solutions proactively.
- Confidentiality: exercises discretion and respects sensitive investor, portfolio company and personnel information.
Additional Hours and After-Hours Availability: Most weeks, the role is contained to your scheduled Friday. A few times a year, the firm’s calendar calls for more.
- Event coverage: we may ask for additional on-site days or hours in the lead-up and during an event. These are scheduled in advance, typically with at least two weeks’ notice.
- Executive travel coverage: when executives are traveling internationally, we may ask for availability by phone or email outside your scheduled day to help with itinerary changes, ground transportation and time-zone coordination.
- Visibility: we will share the firm’s event and travel calendar at the start of each quarter so you can plan ahead, and additional hours are always agreed with you before they are scheduled.
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