Office Administration & Assistant

$67,500 - $75,000/Yr

Guggenheim Partners - New York, NY

Full-time - Entry Level

New York, NY

Professional, Scientific, and Technical Services

About the position

This role will provide Administrative support for the NYC office and back up support to other offices as needed. This includes day to day management of the conference rooms and guest seats, office supply management, visitor security and employee ID badges, pantry management, event support, premises assistance, and Managing Partner support as needed. Additionally, this role will provide administrative support to the Head of Client Service.

Responsibilities

• Manage the primary day-to-day responsibilities of Reception
• Provide Administrative support to the Head of Client Service including calendar management, travel booking, expense processing, phone support and projects as requested
• Manage multiple conference room and guest space calendars
• Manage employee building IDs, guest registration, and analysis as needed
• Assist with the coordination and execution of onsite and offsite Events
• Order, stock and maintain all pantry snacks, beverages, machines, and storage closets
• Order, prepare, and clean up catering as necessary for client meetings
• Prepare purchase orders for a variety of office supplies from multiple vendors
• Keep accurate inventory of items needed
• Order, track, and confirm receipt of messenger services and other mailings
• Coordinate with administrative staff and premises department to maintain the appearance of the reception area, conference rooms, pantries, and restrooms
• Provide administrative support to guests including copying, scanning, faxing, drafting correspondence and assisting with travel arrangements as needed
• Complete special projects for management as needed

Requirements

• Bachelor's degree
• Proficiency in Microsoft Office including Outlook and PowerPoint
• 1-3 years of work experience in a corporate environment in facilities role
• High level of attention to detail and organization skills
• Professional written and verbal skills
• Maintain the highest level of confidentiality
• Ability to lift and move large deliveries up to 40 lbs
• Team oriented
• Willing to take on additional office management projects as needed