Job ID : EB-1370804221
Send your resume to info@insearchsf.com with the job ID
Position:
Reception/Administrative Assistant
8:30am-5:30pm (1 hour for lunch)
Compensation:
DOE
Base + OT + Bonus
Attractive Factors:
- Beautiful office and open environment
- Opportunity to join a stable firm
- Exposure to a tight-knit team
- Interact with high profile global partners and entrepreneurs
- Work-life balance
- Assist with event planning
Key Responsibilities:
- Receptionist Duties:
-
- Greeting guests (Showing to meetings/offering refreshments) (Showing guests up to our office from the building security is away)
- Managing schedule for conference rooms
- Ordering and setting up catering in the office/cleaning up after meetings
- Answering main reception line – taking messages – directing inquiries to the appropriate internal department (as well as afternoon PT coverage of east coast phone lines)
- Setup video conference and presentations for meetings when needed
- Printing/binding as needed or for meetings
- Ordering groceries for the pantry and keeping the pantry stocked and tidy
- Ordering office supplies for the office such as paper/ink and toner, and making sure supply room is orderly/printers loaded with paper, etc…
- Helping to arrange for general office maintenance such as periodic office window/rug cleanings
- Managing parking validations and team spots
- Work with the senior executive assistant in LA to help to oversee office management while keeping a strong line of communications with the operations team based in NY (HR/Legal/Accounting)
- In person office attendance a requirement Monday – Friday
- Administrative Assistant Duties:
-
- Supporting various team members in LA
- Adaptability to support more professionals if the team expands
- Manage phones / messages (a professional point of contact to clients/investors)
- Scheduling / calendar management
- Booking travel (coordinating with travel agency) – domestic and international travel.
- Handle expenses – process in a timely manner in accordance with company policy via Concur
- Processing business visas when needed
- Ad hoc projects
- Team player – Flexible to fill in for other assistants when needed (such as vacation / sick coverage)
Top Keys for Client:
- Must have Bachelor’s Degree
- 2 years’ administrative assistant experience
- Extremely polished and professional
- Exceptional communication skills both oral and written
- Strong experience in Microsoft Office (particularly Outlook)
- Familiarity with Concur a plus
- Tech savvy a plus (Will need to learn to use AV systems)
- Ability to work independently and follow through on assignments
- Must be flexible with regards to work hours; overtime may be required
- Must be very organized; impeccable attention to detail and the ability to multi-task
- Great attitude / Team player