Team & Office Assistant Job at FIRSTavenue in New York

Overview

Working for a medium-sized financial services firm in Midtown, NYC, we are seeking a highly experienced, motivated, proactive self-starter to join us as a Team & Office Assistant to support North American professions. The candidate will have the appropriate status to work in the US and have relevant work experience as an administrative assistant, office assistant, personal assistant or similar role. Ultimately, the candidate will contribute to the efficiency of our business by providing personalized and timely support to all team members in North America as an equal.

All inquiries should be directed to Jeff Davis at jdavis@firstavenue.com

This position’s responsibilities include managing multiple calendars, making travel arrangements, and keeping accurate records in the company’s CRM system. To be successful in this role, the candidate should be very detail-oriented, well-organized, have great time management skills and be able to act autonomously with limited guidance. We are looking for an individual who can think outside-the-box and be proactive. A strong work ethic is required. Any experience in dealing with Compliance, Risk, IT or HR matters is a definite plus (the candidate will be supported as necessary by our London office, which is the headquarters for the firm).

Responsibilities

• Schedule meetings and manage calendars for team of 5 – 10; manage very busy team calendars given changes and calendar conflicts
• Liaise with clients regarding travel, meetings and general questions as requested by team members
• Be able to communicate in an effective manner with high profile and demanding clients
• Assist with arranging, confirming and preparing for internal / external meetings and conference calls
• Planning and coordination of comprehensive travel programs for team members, including booking flights, hotels, car transfers, and preparation of itineraries
• General office work including photocopying, scanning, faxing, printing of reports and presentations, and other miscellaneous support
• Keep up and organize office supply inventory
• Assist with CRM data input for US team
• Onboarding and offboarding employees, managing and ordering equipment, maintaining relationship with relevant professionals in London office and with our IT vendor
• Format information for internal and external communication – emails, printing or downloading of presentations, some of which require saving on company’s network
• Ad-hoc projects as requested by senior level management in the office
• Greet all guests, including carrying-on casual conversation, hanging coats, offering drink and showing them to the conference room or office
• Monitor cleanliness of conference room and all common areas, including the kitchen
• Input and confirm security clearance for all guest visitors
• Meeting room bookings
• Coordinating any maintenance issues with building management
• Restocking all refrigerators, kitchen area, and coffee supplies
• Place food and beverage orders when needed
• Prepare any outgoing packages and coordinating with FedEx for pickup
• Sort and distribute mail, packages, and any incoming kitchen items

Requirements & Skills

• 5+ years’ work experience in a similar role
• Proactive, self-starter with a positive attitude
• Ability to multi-task
• Extremely detail oriented and conscientious
• Excellent MS Office knowledge, notably Outlook, Excel, PowerPoint, and Word
• Experience with CRM systems in general
• Experience in dealing with Compliance, Risk, IT and HR matters (with support from our teams in London) is a definite advantage
• Strong organizational and time management skills with an ability to multitask
• Be prepared to developand learn new skills as it relates to the financial services industry
• High degree of professionalism with excellent verbal and written communication skills
• High degree of self-awareness at maintaining discretion and confidentiality
• Must have appropriate status to work in US (ideally live in or near Manhattan)

Additional Information

• Compensation: $75,000+ per annum - dependent on experience
• 25 days annual leave and key benefits such as:
• Life insurance
• Disability insurance
• Retirement Savings

All inquiries should be directed to Jeff Davis at jdavis@firstavenue.com

New York, NY $60,000 - $65,000 2 weeks ago