Receptionist & HR Assistant

Arena is looking to expand the team through the addition of a Receptionist & HR Assistant. This is an in-office role, reporting to the People Operations Manager. The ideal candidate will be dependable, organized, self-motivated, resourceful and have high energy for a fast-paced environment. The candidate will manage the New York office’s reception desk, support daily office operations, and assist with ad hoc HR projects. Candidate would be fully in-office and work 8am – 6pm Monday to Thursday, and 8am – 12pm on Fridays.

Responsibilities:

• Reception & Office Operations
• • Greet guests and prepare the conference room for meetings
  • Answer incoming calls using a multi-line phone and Zoom
  • Review, scan, and distribute incoming mail to employees
  • Ship packages via FedEx, USPS, UPS, or messenger service
  • Order and maintain inventory of office supplies (non-tech)
  • Maintain a clean, organized kitchen and restock the fridge and cabinets
  • Communicate with vendors and other third parties
  • Monitor building events and maintain a relationship with the building management office
  • Update the office floor plan and coordinate seating arrangements
  • Assist with planning office events and employee gifts
  • Manage and distribute the company’s internal newsletter
• HR & Administrative Support

• • Manage task lists, set calendar reminders, and follow up on outstanding items
  • Keep attendance reports and maintain accurate records
• • Organize receipts for expense reports
  • Work closely with the IT team for onsite tech support
  • Schedule meetings, book travel, and prepare itineraries
  • Conduct research and prepare presentations and spreadsheets
  • Manage confidential documentation requests with discretion
  • Assist with new employee onboarding
  • Assist with personal requests (reservations, orders, research, etc)
  • Assist with day-to-day responsibilities and ad hoc projects

• 2-5 years’ experience in an office administrative role
• Experience managing vendor relationships
• Reliable, punctual, and highly organized with strong attention to detail
• Ability to multitask and adapt in a fast-paced environment
• Self-motivated, persistent, and a collaborative team player
• Strong verbal and written communication skills

• Proficient in Microsoft Office, including Excel and PowerPoint
• Business professional dress attire

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Short Term & Long Term Disability
• Training & Development
• Free Food & Snacks
• Wellness Resources