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Global asset management firm headquarter in Palm Beach Gardens, Florida is seeking to hire a Temporary to Permanent Receptionist/Administrative Assistant to act as one of two first points of contact and provide primary reception and administrative coverage for the office. They will also provide general office and facilities support. The position reports directly to the Director, Global Administrative Services (based in NYC), requiring 5 days on-site from 8am-5pm daily. The ideal candidate is highly detail-oriented with a mature and professional demeanor.

Responsibilities:

Provide primary reception and telephone coverage. Handle incoming calls in a professional and courteous mannerProfessionally greet and direct all visitors, including clients and vendorsCoordinate all conference room bookings, following company procedure: receive requests for bookings from staff members and create Outlook calendar invitesAssist in the day-to-day front office administrative and facility related activitiesMaintain the office's reception, kitchen, conference rooms, supply, mailroom and printer areas. Tidy up conference rooms as needed between meetings. This may include wiping down tables and credenzas, light mopping and sweeping.Maintain office supply inventory list and order supplies. Stock the kitchen, supply room, printer locations and restrooms (if internal) maintaining all in a neat and organized fashion. Back-up other office suites with these duties, as neededCoordinate catering needs for client and other office meetings or eventsTrain admin staff on reception and office tasks, responsibilities and processesProvide administrative support to office employees or employees that may visitCoordinate transportation service and other travel-related arrangements as neededSubmit building maintenance tickets for facility related servicesAssist with facilities onboarding (key fob access, ID badge coordination and desk setup)Coordinate and implement all remote visitor access and flex desk setup processesPerform filing, printing, binding, shipping and data entry tasks as needed for various departmentsUpdate and distribute company telephone directory as neededUpdate and maintain various internal employee and vendor listsAssist with updating and maintaining the office policy and procedure manuals. Take the lead in maintaining the latest version and any updates for the office locationCoordinate the ordering and distribution of company print materials including business cards, letterhead, and marketing materials as neededSort and distribute incoming/outgoing mail including faxes and priority overnight mailOrganize domestic and international couriers and shipping servicesMaintain office records and other documentation thoroughly and accurately, in accordance with company policies. This includes required employment law posters as neededProvide administrative and coordination support for various business office projects and tasksProvide administrative assistance to various company departments as needed including collating data, preparing reports, marketing materials and data entry tasksEnsure completion of all office logs including sign-in and security proceduresEvent planning and coordinationAvailable to stay late to meet deadlines or for after-hour emergencies as neededProvide back-up support and coverage for the Office Administrative TeamOther duties may be assigned by the Director, Global Administrative Services, and other senior managers

Qualifications:

Team player with the ability to multi-task and prioritize. One should be able to achieve goals and satisfy deadlines in an accurate, timely, and efficient manner. This individual must be process and detail-oriented, with the ability to identify opportunities for improvement within the stated areas of responsibilities noted aboveMinimum of 2-4+ years' of recent experience in providing administrative support and office coordination tasks in a fast-paced corporate officeProficient in Outlook, Word, PowerPoint and ExcelCommunicate with the highest degree of transparency and follow-up within reporting lineAbility to communicate in a professional and courteous mannerExcellent professional written skills is requiredDemonstrate the ability to coordinate multiple projects concurrently including providing necessary project status follow-upStrong work ethic and comfort level working in a high-volume environmentAbility to work independently while fostering a collaborative environment and functioning in a team structureExcellent customer service skills with a strong attention to detailProfessional disciplined and organized work stylePunctuality and reliability are essentialCourteous and professional demeanor requiredAbility to work effectively with all levels of management within the company and promptly resolve issues or recommend improvements in a positive solution-driven manner

Compensation/Benefits:

65K Base + Discretionary Bonus + Benefits A1410499NY-Temp_1746025859 To Apply for this Job Click Here