Administrative Assistant Office Manager

About the Position:

A private investment firm located in Midtown Manhattan is seeking an office manager / administrative assistant to support its team.

The assistant will perform a variety of administrative functions requiring exceptional attention to detail, sound judgement and the ability to handle confidential information with discretion. The successful candidate will possess a strong initiative, commitment to delivering the highest quality work product, and the energy and flexibility to succeed in a fast-paced, deadline-driven organization. This individual will need to work well in a team environment and represent the Partners, and Firm, with the utmost professionalism.

This position will entail office management, administrative functions, and some personal assistant tasks.

Responsibilities:

Receptionist duties, including registering and greeting guests, booking conference rooms, and managing incoming calls and mail

Tracking inventory and ordering office supplies

Overseeing floor operations, including vendor management and caring to tenant issues

Scanning and filing of receipts and documents

Creating, organizing and maintaining physical and digital document folders

Maintaining Excel schedules related to operations and office management

Assist with printing and binding presentation materials

Assist with tracking expenses and creating expense reports

Assist with calendar management and scheduling

Updating and creating new contacts in Outlook

Ordering business gifts, flowers, baby gifts, personal shopping as assigned by Managing Partners

Qualifications

3-5 years experience in a top-level, high-pressure, deadline-oriented executive environment

Advanced knowledge of MS Office

Excellent organizational skills, detail-oriented and with the proven ability to prioritize a heavy workload