Receptionist\/Administrative Assistant

October 21, 2024

Job Description

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Global asset management firm located in Midtown, Manhattan is seeking to hire a Temporary to Permanent Receptionist\/Administrative Assistant to provide primary reception and administrative coverage for the office. They will also provide general office and facilities support. The position reports directly to the Director, Global Administrative Services, requiring 5 days on-site from 8:30am-5:30pm daily. The ideal candidate is highly detail-oriented with a mature and professional demeanor.

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Responsibilities:

Provide primary reception and telephone coverage; Handle incoming calls in a professional and courteous manner
Professionally greet and direct all visitors, including clients and vendors
Coordinate all conference room bookings, following company procedure: receive requests for bookings from staff members and create Outlook calendar invites
Assist in the day-to-day front office administrative and facility related activities
Maintain the office's reception, kitchen, conference rooms, supply, mailroom and printer areas
Maintain office supply inventory list and order supplies; Stock the kitchen, supply room, printer locations and restrooms (if internal) maintaining all in a neat and organized fashion
Coordinate catering needs for client and other office meetings or events
Provide administrative support to office employees or employees that may visit (Clients and Lighthouse Group employees)
Coordinate transportation service and other travel-related arrangements as needed
Submit building maintenance tickets for facility related services
Assist with facilities onboarding (key fob access, ID badge coordination and desk setup)
Coordinate and implement all remote visitor access and flex desk setup processes
Perform filing, printing, binding, shipping and data entry tasks as needed for various departments
Update and distribute company telephone directory as needed
Update and maintain various internal employee and vendor lists
Assist with updating and maintaining the office policy and procedure manuals; Take the lead in maintaining the latest version and any updates for the office location
Coordinate the ordering and distribution of company print materials including business cards, letterhead, and marketing materials as needed
Sort and distribute incoming\/outgoing mail including faxes and priority overnight mail
Organize domestic and international couriers and shipping services
Maintain office records and other documentation thoroughly and accurately, in accordance with company policies. This includes required employment law posters as needed
Provide administrative and coordination support for various business office projects and tasks
Provide administrative assistance to various company departments as needed including collating data, preparing reports, marketing materials and data entry tasks
Ensure completion of all office logs including sign-in and security procedures
Event planning and coordination
Available to stay late to meet deadlines or for after-hour emergencies as needed
Provide back-up support and coverage for the Lighthouse Office Administrator
Other duties may be assigned by the Director, Global Administrative Services, and other senior managers

Qualifications:

Team player with the ability to multi-task and prioritize. One should be able to achieve goals and satisfy deadlines in an accurate, timely, and efficient manner. This individual must be process and detail-oriented, with the ability to identify opportunities for improvement within the stated areas of responsibilities noted above;
Minimum of 3-5+ years' of recent experience in providing administrative support and office coordination tasks in a fast-paced corporate office
Proficient in Outlook, Word, PowerPoint and Excel
Communicate with the highest degree of transparency and follow-up within reporting line
Ability to communicate in a professional and courteous manner
Excellent professional written skills is required
Demonstrate the ability to coordinate multiple projects concurrently including providing necessary project status follow-up
Strong work ethic and comfort level working in a high-volume environment
Ability to work independently while fostering a collaborative environment and functioning in a team structure
Excellent customer service skills with a strong attention to detail
Professional disciplined and organized work style
Punctuality and reliability are essential
Courteous and professional demeanor required
Ability to work effectively with all levels of management within the company and promptly resolve issues or recommend improvements in a positive solution-driven manner.

Receptionist\/Administrative Assistant

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Job Description

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