Administrative Assistant Job at Glocap, New York, NY

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  • Glocap
  • New York, NY

Job Description

Our client, a hedge fund and family office located in Midtown is seeking an Administrative Assistant to provide support to the office and all teams.

Job Details

Company: Hedge Fund and Family Office

Position: Administrative Assistant

Location: Midtown – 4 to 5 days in the office, up to 1 day remote

Hours: 8:30am-6pm; weekly OT

Bachelor’s degree required. (Business related preferred)

Responsibilities:

  • Provide administrative support to all teams including c-suite
  • Schedule meetings, document organization, scanning, sending packages, assist with invoice management, coordinate travel
  • Act as point person for building or service requests
  • COI management, maintenance requests, organize cleaning coverage while Housekeeper is out
  • Manage guests through group calendar
  • Enter names into building visitor portal, handle meeting meals (if needed), greet guests
  • Organize Wednesday lunch group orders
  • Manage month-end Amex reconciliation for HR and Admin departments
  • Light invoice management, coordinating with accounting team for gathering documents and approvals
  • Assist HR with recruiting management (organize resumes, schedule meetings, travel, etc.)
  • Work closely with HR to upkeep internal Wiki and BambooHR. Manage group calendars, apostille and messenger services, and assist with event planning and ad hoc projects.
  • Work closely with Chief Operating Officer to perform Investor Relations admin work (high-level professional communication with investors, assist with monthly performance estimates, general digital document organization, etc.)
  • Maintain our internal vendor management software (make sure information is relevant, contracts are current, etc.)
  • Coordinate with Office Matron/Housekeeper with ordering kitchen/copy room supplies. Oversight to include checking and replenishing fruit, snacks, beverages and office supplies and making sure office stays tidy.
  • Work with IT department and landlord regarding building/space/technology/HVAC problems

Requirements:

  • Proficiency in Microsoft Office Suite (Word and Excel a must)
  • 3-5 years of administrative experience
  • Ability to manage multiple tasks and meet deadlines
  • Strong communication skills
  • Ability to work both independently and with direction
  • Exceptional organizational and time management skills
  • Professional demeanor with a can-do, proactive attitude
  • Intellectually curious

Job Tags

Remote job,

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