What are the responsibilities and job description for the Administrative Assistant position at Five Rings?
About Five Rings
Five Rings is a proprietary trading firm founded with a vision of combining strategy, innovation and technology to succeed in today’s global markets. With offices in New York, Boca Raton, London and Amsterdam, Five Rings trades in various domestic and international markets, both established and esoteric. Our team constantly seeks new opportunities, analyzes their risks and rewards, and creates strategies and tools to capitalize on them. We have an open culture and encourage the flow of knowledge and ideas between all areas of the firm.
About The Role
We are seeking a highly organized and self-driven Administrative Assistant to support the Senior Executive Assistant of our firm's Managing Principal. The ideal candidate will have outstanding communication skills, a keen eye for detail, and the ability to manage sensitive information with confidentiality. This role is crucial for the seamless functioning of our executive team and demands a proactive attitude in handling tasks and responsibilities.
Key Responsibilities:
- Manage and update complex calendars, travel arrangements, and important deliverables.
- Coordinate appointments, meetings, and event attendance.
- Prepare and update daily/weekly agendas, ensuring all changes are communicated effectively.
- Handle confirmation calls and add calendar events with precise details.
- Maintain and organize digital and paper filing systems, including saving and filing receipts, invoices, and important documents.
- Assist with administrative tasks such as correspondence, documentation, and spreadsheet updates.
- Track Certificates of Insurance (COIs) and W9s from vendors, ensuring compliance and timely renewals.
- Collaborate with vendors to troubleshoot issues and provide support as needed.
- Prepare shipments via UPS/USPS/FedEx and assist with printing checks as required.
- Oversee, order, and restock office supplies and pantry items, in addition to tending to the office plants.
- Proactively communicate with team members to avoid duplication of tasks and ensure all needs are met.
- Order and pick up lunches as needed, and be flexible with running errands on the fly to support the team's needs.
Requirements:
- Valid driver's license and residence in or near Boca Raton, Florida.
- Demonstrated experience as an executive or personal assistant.
- Proficient in Microsoft Office Suite, especially Excel, and familiar with Google Workspace.
- Availability for full-time in-office work, Monday through Friday, from 9 AM to 6 PM.
- Bachelor's degree (required) in Business Administration or a related field (preferred).
Key Qualifications:
- Discretion and Integrity: Capable of managing confidential information with the highest level of care, ensuring trustworthiness in all interactions.
- Adaptability: Skilled at remaining flexible and adjusting to changing priorities and demands in a dynamic work environment while maintaining composure under pressure.
- Strong Interpersonal Skills: Proficient in establishing and nurturing positive relationships with colleagues, clients, and vendors.
- Attention to Detail: Meticulous in reviewing documents and managing tasks to ensure accuracy and completeness.
- Proactive Communication: Excellent verbal and written communication skills, with the ability to convey information clearly and effectively.
- Time Management: Exceptional organizational skills to prioritize tasks efficiently and meet deadlines consistently.
- Tech-Savvy: Quick to learn new software and tools, comfortable using technology to enhance productivity.
- Resourcefulness: Ability to find solutions independently and seek information or assistance when needed.
- Positive Attitude: A can-do mindset that fosters a collaborative and motivating work environment.