Administrative Assistant/ Receptionist

Investment Boutique

Hours 8 am - 5 pm

Work as a core member of the admin team, and contribute to a broad range of functions, including office management, reception, and on-site culture events. We are looking for an individual passionate about people with a strong understanding of time and priority management.

Situated at the front desk, serving as the first point of contact for all guests and vendors

Own guest registration and arrival communications,

Oversee firm calendars in the US and UK, monitor potential conflicts and oversee meeting management: anticipate conflicts, close scheduling gaps, and keep the team running on schedule

Coordinate conference room scheduling and manage all onsite meetings including guest registration and visitor logistics

Greet and welcome candidates arriving for interviews, manage the interview schedule throughout the day

Establish and maintain a consistent cadence for recurring meetings and proactively surface scheduling risks before they become problems

Own in-office culture activities including birthday announcements, team lunch catering, ordering, and setup for recurring occasions

Support the employee experience admin on larger events, off-sites, and happy hours to maintain a lively and connected office culture

Serve as the primary point of contact for all building management communications

Coordinate and follow through on any onsite repairs, including appliance issues and building-related maintenance requests

Manage kitchen stocking, inventory ordering, and daily straightening up the office

Manage office supply inventory and ordering

Provide travel support to the travel admin for team members across the US and UK, covering flights, accommodation, ground transportation, and itinerary coordination

Qualifications:

 1 years of office experience at a professional services firm 

Punctuality and accountability are essential

Hyper-organized, structured, and completion-oriented with a strong sense of ownership

Comfortable with multi-tasking and prioritization in a fast-moving environment

Actionable and efficient with an excellent eye for detail

Strong communication and interpersonal skills; comfortable interacting with all levels of the firm

Must be comfortable making in-person verbal announcements to the team, including birthday shoutouts, upcoming events and games, and general office updates;

Comfortable learning new tools to drive productivity improvements

Proactive, resourceful, and solutions-oriented

Highly reliable, responsible, and responsive, the team counts on this person to keep things on track