Office Manager, Administrative Assistant

Title: Office Manager/Administrative Assistant, New York Office

Location: New York  NY United States

Working arrangement: Hybrid (4 days in the office, 1 day remote)

Salary Range: $95,000 - $115,000

Responsibilities

• First point of contact for building management team; responsible for raising issues and arranging building repairs with them when necessary
• Point of contact for finance matters for clients and suppliers
• Ensure the smooth running of office: reception duties, kitchen, cleaning staff, security, building maintenance, post
• Supplier onboarding, purchase order management and manage supplier invoice payments
• Manage seating throughout the office including for overseas visitors
• Responsible for finding effective and speedy solutions when issues arise
• Point person for new joiner; provide guidance on policies/procedures
• Order and maintain sufficient stock levels of kitchen, meeting room, and office supplies
• Negotiate best terms in new contracts and renewals (insurance policies, supplier contracts, etc.)
• Liaise with IT team for new joiner IT orientation, IT equipment and desk set-up
• Partner with O&P to maintain office policies and procedures as necessary
• Organize socials, meetings and events (e.g. book venues, organize catering, meeting room set-up/clean-up)

Executive Support:

• Full diary management for senior professionals
• Scheduling a variety of meetings, conference call, and video conferences both internally and externally
• Arranging international and domestic travel (flights, hotels, cars, etc.)
• Preparation and set up for external meetings in conference rooms
• Completing corporate card and out of pocket expenses for professionals

Requirements

• 3 to 5 years of office manager/ administrative assistant experience, ideally within Financial Services industry
• Degree educated or equivalent.
• Experience working for a global team, including an appreciation of cultural differences, and working across different time zones.
• Proficient in Advanced MS Office including Word, MS Outlook, Excel, and PowerPoint
• Strong time-management and interpersonal skills
• Able to work in a fast-paced environment.
• Excellent communication skills at all levels
• Ability to work to own initiative and be proactive.
• Ability to handle multiple tasks and competing priorities, often with tight deadlines.
• Knowledge of Workday for processing expenses is a plus.

 

Nearest Major Market: New York City