Onsite Administrative Assistant

Our client is a fast-growing investment firm with an exciting portfolio of companies. This newly created role supports the firm's trailblazing Founder with business and personal matters to contribute to the smooth and efficient operation of the business. This is an ideal entry-level role for someone with a strong customer service background who is used to working on-site in a fast-paced environment.

Job Summary

Under moderate supervision, the Onsite Administrative Assistant will provide a wide range of administrative support for the CIO and will report directly to our Administrative Manager. The candidate must be eager, a team player, detail-focused, and possess a sense of urgency.

Duties and Responsibilities

• Facilitate all daily activities, logistics, and materials related to the CIO’s schedule and onsite presence
• Complete all tasks related to the CIO outside of the office (examples: picking up prescriptions, dropping off documentation at his home, picking up money from the bank, etc.)
• Receive and host clients/executives/investors during office visits to ensure a positive experience; includes catering orders and meal set-up, setting up video conference technology and preparing conference rooms for meetings
• Own daily delivery of CIO’s lunch and coffee both in the office and when he is traveling
• Manage all Apple devices that need to be updated, replaced, or fixed (including taking them to the store, if needed)
• Print and bind any requested materials on a daily and weekly basis, and coordinate timely delivery to the appropriate audience
• Perform clerical duties, maintain files, and organize documents within the CIO’s office

Requirements

• At least one year of experience
• Valid driver’s license
• Ability to be in the office five days a week
• Willingness to be accessible and available as backup during off-hours to resolve emergencies when they arise
• Independent thinking, strong optimization, and planning abilities
• Self-driven and able to work autonomously with minimal supervision
• Ability to handle sensitive information with discretion and exercise strict confidentiality
• Basic understanding of Microsoft Office; including, MS Word, PowerPoint, Excel, and Outlook