Office Coordinator-Administrative Assistant

Responsibilities

• Office Coordination - Administration
• Assist Office Manager and Executive Assistants
• Researching new vendors and suppliers
• Maintain an orderly reception area and conference rooms
• Ordering and setting up/ removing catering deliveries
• Maintain inventory of office supplies
• Coordinate daily office operations
• Complete mail handling, deliveries, shipping requests and general office correspondence
• Provide administrative support to Executives, Investment team members, Legal/Compliance, and HR
• Manage calendars, schedule meetings, and assist in coordinating logistics for internal and external meetings
• Prepare meeting materials, presentations, and basic reports
• May assist in Coordinating domestic and international travel arrangements and preparing expense reports
• Office manager’s backup to building and office security
• Support internal projects, events, and firm initiatives
• Handle confidential client, financial, and firm information with professionalism and discretion
• Adhere to industry regulations, internal controls, and company policies
• Support internal projects, events, and firm initiatives

Requirements

• BA/BS degree preferred
• 2 to 4 years’ experience preferred
• Proficiency in Microsoft Office (Outlook, Excel, Word & PowerPoint), a must
• Proactive approach, positive attitude, willingness to learn new skills, with integrity and ownership of work
• Advanced verbal and written communication skills
• Strong organizational and time management skills with the ability to prioritize and complete assigned work and anticipate issues and needs
• Strong interpersonal skills
• Selfstarter with the ability to be flexible and resolve moderately complex requests and assignments while remaining composed
• High attention to Detail, Confidentiality and Accuracy
• Experience in an investment firm, financial services, or professional services environment, preferred but not required