A Boston-based systematic Investment firm is looking to hire an Administrative Assistant who will manage all the needs and necessities of the office. Ideal candidate is someone who has prior administrative experience, has excellent customer-service skills, is outgoing and professional, and is ready to be the 'Face of the firm'.
This is a temporary position with the possibility to turn permanent for the right candidate, and starts immediately. Interested candidates may submit their resumes with the application, and we'll get in touch!
Answer the phone line and re-direct all incoming calls quickly and efficiently.
Meet and greet all guests in a professional, friendly, and courteous manner.
Greet caterers and help set-up daily meals for meetings and kitchen lunches. Breakdown daily breakfast and meeting lunches.
Manage catering process for all office meetings and be responsible for reconciling and organizing all catering invoices, as well as assisting with the catering budget.
Keep employees informed of guest arrivals, maintain calendars & trackers: client, meal, repairs, etc. Monitor conference room calendars. Set-up coffee-tea service and snacks for meetings.
Keep the conference rooms and the reception area neat, clean and presentable; clean up conference rooms throughout the day as needed.
Sort and either distribute or notify employees of all incoming mail, packages, and deliveries.
Work with Administration/Facilities Team Lead and Manager on day-to-day and adhoc projects as needed.
Inventory, order and stock all office and kitchen supplies as needed; be responsible for reconciling and organizing all supply invoices, as well as assisting with the supply budget.
Responsible for reconciling the monthly Administration/Facilities invoices.
Responsible for entering visitors, maintenance requests into the building’s tenant system.
Bachelor’s degree required
A minimum of 1 year of experience working as a receptionist or office assistant in a fast paced professional office environment
Proficiency with MS Office applications and strong Excel skills required
Strong organizational and time management skills are necessary, as well as a demonstrated ability to own projects, meet deadlines, and handle multiple projects simultaneously
Professional telephone etiquette and excellent communication skills, both written and verbal are a requirement