Job Description

Our client, a reputable investment firm, is looking for an Administrative Assistant / Office Coordinator to assist 2 team members along with back-up to a C-suite executive. This person will also organize and coordinate office administration and procedures to ensure organizational effectiveness, efficiency, and safety. This position is responsible for creating office communication protocols, inventory control, and planning local office events. The ideal candidate is an energetic professional who is a quick learner and can perform a variety of tasks.  This role is in the office 5x a week.

RESPONSIBILITIES:

• Assist with scheduling, calendar management and organizing complex domestic and international travel arrangements
• Process expense reports through Concur 
• Prepare and manage correspondence, documents, and meeting materials
• Execute morning checklist and ensure the office is ready for the day 
• Organize and oversee office operations and procedures, including regular restocking of the office kitchen and ensuring the office remains clean and organized throughout the day (e.g. restocking snacks, filling the dishwasher, checking the restrooms to ensure they are in good order and fully stocked)
• Maintain a relationship with the building’s management team and with other office vendors and service providers
• Organize all aspects of the office space/planning (including moves, additions, or changes to workstations) 
• Submit and approve office expenses through Concur
• Lead in the planning and execution of local team events and corporate dinners, including organizing delivery/catering for team lunches and other meetings in the office
• Provide general support to visitors, greeting guests and ensuring they are well taken care of
• Sort mail, deliveries, shipping, and organizing couriers
• Maintain a safe, secure, and pleasant work environment for all team members and guests
• Assist with large corporate events, including corporate offsites, conferences, and investor events
• Assist with the coordination of Board meetings and minutes
• Other duties as requested

REQUIREMENTS:

• 1-3 years of administrative / office experience in a fast-paced corporate setting
• Excellent written and verbal communication skills
• Keen and meticulous attention to detail
• Strong working knowledge of relevant software applications, skilled in use of Microsoft Outlook and proficient in other Office applications
• Must be a self-starter and proactive, as well as punctual, dependable, and discrete
• Strong time management skills; ability to handle multiple concurrent assignments in a fast-past setting with a high degree of accuracy
• Must be bilingual English / Spanish

SALARY
$70-$80K (DOE ) + Discretionary Bonus Opportunity + Excellent Benefits/PTO

HOURS
8:/8:15am-6pm (DOE) + Flexibility if needed

#IND1

Job Tags

Local area, Day shift,

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