Administration Assistant

Investment Firm

Position and Responsibilities

The primary responsibility of the Office Administrator is to ensure the smooth and efficient day-to-day operations of the office so that employees can focus on accomplishing business objectives. This includes managing administrative tasks, coordinating office activities, supporting staff needs, and maintaining a professional and organized work environment.

Responsibilities include:

• Serve as the primary point of contact for general office operations and administrative support
• Manage office supplies, equipment, and vendor relationships
• Maintain office records, filing systems, and shared resources (digital and hard copy)
• Greet and assist visitors, ensuring a professional and welcoming environment
• Managing incoming calls of the main phone line
• Support onboarding and offboarding processes
• Assist leadership with special projects and administrative tasks as needed
• Ensure adherence to company policies and procedures, promoting a positive and efficient workplace culture
• Assist with receiving guests and issuing building passes
• Assist with setup of meetings and events (e.g., board meetings, birthdays)

Delivery Management:

• Receive, sort, and distribute mail to relevant parties
• Accept all incoming packages
• Schedule and drop off outgoing FedEx/UPS packages
• Manage and coordinate food deliveries

Office & Kitchen Maintenance:

• Stock and organize kitchen pantry
• Maintain office supplies and organize supply closet
• Perform light kitchen cleaning (unloading/loading dishwasher, tidying counters, etc.)

Coordination:

• Coordinate maintenance and repairs for office equipment and facilities
• Communicate with building management, vendors, and contractors on all repair, maintenance, and operational matters (HVAC, lighting, etc.)
• Maintain vendor contact information and routine maintenance schedules

Qualifications

• Bachelor’s degree preferred
• College grad with related internships and 1 years of experience in an administrative, office management, or similar role
• Strong organizational and multitasking skills with excellent attention to detail
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and general office technology
• Excellent verbal and written communication skills
• Ability to work independently, manage competing priorities, and meet deadlines
• Professional demeanor with the ability to interact effectively at all levels of the organization
• Problem-solving mindset with a proactive approach to improving processes and efficiency