What are the responsibilities and job description for the Receptionist/Administrative Assistant position at Gravity Staffing, Inc.?
The NYC office of a global investment firm is looking for a Receptionist/Administrative Assistant to support their NYC office. This is a fully on-site position (not hybrid), the hours are 8-6 and it's a great opportunity for someone with a couple of years of related experience in a large corporate environment, doing Reception, Admin or Office Coordinator/Manager, who is looking to take their career to the next level.
Responsibilities include:
- Welcome visitors and direct them appropriately and answer, screen and forward any incoming phone calls;
- Manage and update conference room reservations within Outlook;
- Receive and sort daily mail/deliveries/couriers; ensure all packages are delivered to appropriate party;
- Stock the kitchen and supply room daily and assist other admins with ordering catering for meetings as needed;
- Ensure reception area is maintained in an orderly fashion;
- Provide administrative support to designated professionals and teams;
- Coordinate internal and external meetings, including conference room scheduling, catering, materials preparation, and logistics;
- Assist with travel booking, itineraries, ground transportation, and track expense reports;
- Prepare, edit, and distribute correspondence, presentations, reports, and other documents as needed;
- Support team projects and initiatives by coordinating logistics, tracking action items, and following up on deliverables;
- Act as a back-up admin for other admins during travel, sick days, etc;
- Assist in the planning of office events & culture initiatives.
Desired Skills and Experience:
- Bachelor’s Degree Preferred
- Approx 1-3 years experience in a large corporate setting providing reception, admin or office coordinator support
- Attention to detail in the execution of every task incorporating a high degree of professionalism
- Proven proficient working with Microsoft Office Suite; Experience with Concur a Plus
- Good time manager with ability to recognize and set shifting priorities
- Ability to be flexible to the needs of the day and maintain a calm composure