Administrative Assistant Office Manager

Role Description:

A private investment firm located in Midtown Manhattan is seeking an office manager / administrative assistant to support its team.

The assistant will perform a variety of administrative functions requiring exceptional attention to detail, sound judgement and the ability to handle confidential information with discretion. The successful candidate will possess a strong initiative, commitment to delivering the highest quality work product, and the energy and flexibility to succeed in a fast-paced, deadline-driven organization. This individual will need to work well in a team environment and represent the Partners, and Firm, with the utmost professionalism.

This position will entail office management, administrative functions, and some personal assistant tasks.

Responsibilities:

• Receptionist duties, including registering and greeting guests, booking conference rooms, and managing incoming calls and mail
• Tracking inventory and ordering office supplies
• Overseeing floor operations, including vendor management and caring to tenant issues
• Scanning and filing of receipts and documents
• Creating, organizing and maintaining physical and digital document folders
• Maintaining Excel schedules related to operations and office management
• Assist with printing and binding presentation materials
• Assist with tracking expenses and creating expense reports
• Assist with calendar management and scheduling
• Updating and creating new contacts in Outlook
• Ordering business gifts, flowers, baby gifts, personal shopping as assigned by Managing Partners

Qualifications:

• 2-5 years’ experience in a top-level, high-pressure, deadline-oriented executive environment
• Advanced knowledge of MS Office
• Excellent organizational skills, detail-oriented and with the proven ability to prioritize a heavy workload