Administrative Assistant (Part-Time)

Indus Valley Partners (IVP) is seeking a detail-oriented, proactive, and efficient Part-Time Administrative Assistant to support our New York office and other locations globally. The ideal candidate will be responsible for ensuring the smooth daily operation of the facility, managing office inventory, and serving as a key liaison for building management, vendors, and IT support. This role is essential in maintaining a professional and organized environment for our team and visitors.
Key Responsibilities
 Office Administration & Inventory Management

Supply Procurement: Manage recurring orders for office supplies, snacks, and breakroom inventory via Amazon and other approved vendors.

Utility Coordination: Manage relationships with service providers across departments (e.g., PSEG, Verizon, Zoom, water delivery) and coordinate office maintenance; maintain an up-to-date vendor contact list for continuity.
 IT & Technology Support Procurement: 

Assist in ordering IT hardware and managing supplies.

Collaboration: Work closely with the IT department on new-employee hardware readiness and troubleshooting, including creating shipping labels, arranging pickup or drop-off, and confirming delivery of laptops/equipment based on location. Assist with IT audit procedures and provide clearance.
 Finance, and Expense Management

Support: Assist operations by scanning, organizing, and transmitting receipts and documentation.

Expense Management: Process office-related invoices, maintain receipt logs, deposit checks received by the office, and coordinate with the finance team to reconcile office expenses.
 Facility & Building Liaison

Building Portals: Act as the administrator for the Workspeed and related building portals to manage visitor registration, building passes, and office maintenance work orders through to resolution.

Access Management: Manage employee building access badges, including issuance and deactivation/collection for departing staff.

Compliance: Manage vendor Certificates of Insurance (COIs) through the designated portal to ensure compliance before service providers enter the office space.

Safety: Serve as the office point of contact for fire/safety drills and emergency procedures.

Corporate Housing: Provide occasional administrative support for corporate guest housing logistics (e.g., vendor coordination, access management, property management) as needed. 
Mail & Shipping Operations

Shipping: Manage the office delivery accounts for domestic and international shipping needs across all locations.

Scanning/Records: Ensure timely scanning and digital filing of office mail for communication with the India teams, and monitor/log office voicemail messages, maintaining updated records on Google Drive.
 Administrative Support

Employee Onboarding/Offboarding: Assist with the physical setup of new hire desks, distribute welcome kits, and collect/inventory IT equipment from departing employees.

Visitor Management & Front Desk: Act as the primary point of contact for external guests, manage front-desk reception, and ensure meeting rooms are prepared before scheduled sessions.

Event Support: Provide logistical support for internal employee events (e.g., catering orders, room setup) as requested. This role provides administrative support only; event planning and strategy are owned by Marketing.
 Executive & Prospect Calendaring

Manage the CEO's calendar, with a specific focus on coordinating meetings with prospects and clients.

Coordinate and schedule meetings, including confirming availability with internal stakeholders and external parties.

Send meeting invitations and confirmations for scheduled prospect/client engagements.

Proactively monitor scheduling conflicts and suggest alternative times to ensure efficient calendar management.
Qualifications

Strong organizational skills and ability to manage multiple priorities effectively.

Proficiency in Google Workspace (Docs, Sheets, Drive) and basic office management software.

Excellent communication skills and professional demeanor.

Ability to work independently with minimal supervision in a fast-paced environment.