Administrative Assistant

Job Summary

We are seeking a professional, friendly, and highly organized Administrative Assistant to serve as the first point of contact for our New York office. This person will play an important role in creating a welcoming experience for employees, clients, and guests while helping ensure the office operates smoothly each day.

The ideal candidate is personable, dependable, proactive, and comfortable balancing front desk responsibilities with general office support. This role is highly visible and requires someone who takes pride in maintaining a professional, organized, and welcoming workplace. While the position is centered around reception, this person should be willing to jump in wherever needed to help keep the office organized, welcoming, and running efficiently.

Details: Onsite | New York, NY | Mon–Fri, 8:00 AM–5:00 PM (1-hour lunch)

Key Responsibilities

Reception & Guest Experience

• Greet and welcome employees, clients, and visitors in a professional and friendly manner.
• Register all guests through Prism and ensure visitors follow appropriate office check-in procedures.
• Offer beverages and assist with the overall hospitality experience for guests.
• Notify employees when their guests arrive and direct visitors to the appropriate meeting or conference room.
• Answer and direct incoming phone calls and general inquiries as needed.
• Maintain a tidy, organized, and professional reception area at all times.

Conference Rooms & Meetings

• Manage and coordinate conference room bookings.
• Assist with meeting room setup and ensure rooms are tidy and ready for meetings.
• Help coordinate basic meeting needs, including beverages and supplies.
• Assist with breakfast, lunch, and other office meetings or events as needed.

Mail & Deliveries

• Receive, organize, and distribute incoming mail and packages.
• Handle deliveries and ensure items are promptly distributed to employees on the floor.
• Coordinate outgoing packages and deliveries as needed.
• Serve as a point of contact for delivery personnel and couriers.

Office Supplies & Kitchen

• Monitor office supply inventory and place orders when supplies are running low.
• Maintain adequate inventory of items including printer paper, binding materials, pens, markers, water bottles, paper towels, and other office essentials.
• Restock hot coffee pods and other kitchen supplies as needed.
• Empty and organize the dishwasher each morning.
• Help maintain a tidy, organized, and well-stocked kitchen and common areas.
• Assist with general office organization and upkeep and support the management of our daily office cleaning service

General Administrative & Office Support

• Provide general administrative support to employees and leadership as needed.
• Assist with ad hoc office projects and requests.
• Assist with coordinating building management, vendors, and service providers as needed
• Help ensure the office is prepared for visitors, meetings, and events.
• Identify office needs proactively and take initiative to address them.

Skills & Qualifications

• Previous receptionist, administrative, hospitality, customer service, or office support experience preferred.
• Excellent communication and interpersonal skills.
• Professional, friendly, and service-oriented demeanor.
• Strong organizational skills and attention to detail.
• Ability to multitask and prioritize responsibilities in a fast-paced office environment.
• Dependable and punctual with a strong sense of ownership.
• Comfortable interacting with employees at all levels, clients, executives, and outside vendors.
• Proficiency with Microsoft Outlook and other Microsoft Office applications preferred.
• Ability to learn and effectively use office systems, including visitor management and conference room booking platforms.
• Ability to work independently and proactively without requiring constant direction.

Hourly Rate: $30.00 - $35.00 an hour, based on experience