Job Description

Our client, a hedge fund and family office located in Midtown is seeking an Administrative Assistant to provide support to the office and all teams.

Job Details

Company: Hedge Fund and Family Office

Position: Administrative Assistant

Location: Midtown – 4 to 5 days in the office, up to 1 day remote

Hours: 8:30am-6pm; weekly OT

Bachelor’s degree required. (Business related preferred)

Responsibilities:

• Provide administrative support to all teams including c-suite
• Schedule meetings, document organization, scanning, sending packages, assist with invoice management, coordinate travel
• Act as point person for building or service requests
• COI management, maintenance requests, organize cleaning coverage while Housekeeper is out
• Manage guests through group calendar
• Enter names into building visitor portal, handle meeting meals (if needed), greet guests
• Organize Wednesday lunch group orders
• Manage month-end Amex reconciliation for HR and Admin departments
• Light invoice management, coordinating with accounting team for gathering documents and approvals
• Assist HR with recruiting management (organize resumes, schedule meetings, travel, etc.)
• Work closely with HR to upkeep internal Wiki and BambooHR. Manage group calendars, apostille and messenger services, and assist with event planning and ad hoc projects.
• Work closely with Chief Operating Officer to perform Investor Relations admin work (high-level professional communication with investors, assist with monthly performance estimates, general digital document organization, etc.)
• Maintain our internal vendor management software (make sure information is relevant, contracts are current, etc.)
• Coordinate with Office Matron/Housekeeper with ordering kitchen/copy room supplies. Oversight to include checking and replenishing fruit, snacks, beverages and office supplies and making sure office stays tidy.
• Work with IT department and landlord regarding building/space/technology/HVAC problems

Requirements:

• Proficiency in Microsoft Office Suite (Word and Excel a must)
• 3-5 years of administrative experience
• Ability to manage multiple tasks and meet deadlines
• Strong communication skills
• Ability to work both independently and with direction
• Exceptional organizational and time management skills
• Professional demeanor with a can-do, proactive attitude
• Intellectually curious

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