Office Administrator Jobs in Preqin New York, NY

Reception and General Office Administration (daily):

• Managing Reception – providing a world class front of house experience for all clients and visitors
• Meeting rooms – managing the booking system for meeting rooms and ensuring they are clean, tidy, and stocked with refreshments as necessary before meetings and interviews.
• Provision of refreshments / lunches for meetings.
• Daily mail collection.
• Managing kitchen supplies (tea, coffee etc.) stock levels.
• Arranging outgoing mail and equipment via use of USPS, FedEx, and messenger services.
• Maintaining the contract for all office vending machines.
• Collecting newspapers and business parcels from the basement (messenger service office).
• Posting packages / letters for the business as necessary.
• Adding new joiners to the CRM and the intranet as required.
• Issuing building entry cards to new joiners and/or visitors for all US offices
• Assist with ah-hoc admin tasks.
• Supporting New York based staff with hybrid working, ensuring staff can work effectively when in the office.
• Supporting US based remote workers, ensuring they have the proper at home office setup, ordering furniture and sending company approved IT equipment.
• Supporting the IT Support Team with new joiner equipment and retrieval of leaver equipment
• Assist with reconciliations of credit cards for US region expenditures.
  
  

Facilities Management:

• Assist in any office move project.
• Support the Estates team, liaise with building services as and where necessary for the New York location, or any other Preqin US office.
• Support the Estates team with arrangements for the contracted hotel in London.
• Maintaining the physical security of the office through access control.
  
  

Organizing Events:

• Manage employee anniversary gifts and announcements
• Support organizing of the Summer and Christmas staff parties (twice per year large events) and others as necessary.
• Support Culture Committee with arrangements for upcoming initiatives.
• Organise ad-hoc employee Friday drinks and themed events.
• Support with monthly Exco Town Halls and other communication events.
• Administering other staff or executive events as necessary.
• Assist with arrangements of Company sporting events.
• Assist with ESG company charity and volunteer events
  
  

Health and Safety Management:

• Support Estates team with office-based health and safety
• Manage office onboarding process for all new joiners.
• Act as a First Aider and Fire Marshall (training will be provided).
• Support Covid guidelines of each location and help carry out requirements when in place
  
  

Exec Support:

• Organizing diaries on request.
• Corresponding with Executive Assistant in arranging meetings, appointments, Zoom meetings, panel discussions for conferences for all Executive Team members.
• Making restaurant reservations and/or arranging catering for events and meetings
• Cancelling/ rearranging flight.
• Shopping duties for the CEO as and when required; gifts, greeting cards etc.
• Assisting with transportation arrangements and/or housing for business trips.
• Assisting with printing and photocopying
  
  

Qualifications:

• Strong organizational skills;
• Collaborative
• Friendly and team player attitude;
• Able to be firm and authoritative when necessary;
• Able to manage all official company confidential correspondence. Professional and welcoming approach to both clients and staff alike.
• Maintain proper phone etiquette
• Friendly and approachable to maintain good relationships with staff from all areas of the business;
• Ability to multi-task and to cope with changing demands;
• Supportive and helpful but firm approach with staff;
• Forward thinking attitude to anticipate problems;
• A team player, but also with the ability to work alone without direction
• The ability to communicate with a variety of different staff across all seniority levels
• Patience is key, with the ability to always remain helpful and friendly regardless
• 2 years+ previous front of house / customer facing experience is preferable
• Experience with Microsoft Outlook and Excel, as well as room booking systems is desirable but not required; we can provide training
• Presentation skills including Power point, Excel, and communication skills are preferred but beginner courses can be provided.
  
  

Company benefits:

• 401k with 100% company match up to 10% with a 6-month waiting period
• Health, Dental, Vision and Life Insurance- on an individual only basis, starting on the first day of the month with a $1 monthly contribution
• $1,500 annual stipend towards professional development to undertake professional training or to gain qualification relevant to your career progression such as CAIA or CFA
• 19 days paid annual leave + 10 federal holidays (pro rata’d dependent on your start date) + 7 sick days
• Employee referral bonus program
• Commuter and Transit benefits
• Parental Family Leave 14 weeks and an additional 4 weeks to be used during first 2 years of child's arrival
• Free Access to Calm App for mental health and wellbeing
• Growth Space professional development coach 1-on-1
• Diversity Equity and Inclusion Team
• Employee Resource Groups (ERGs): Women's Initiative Network, LGBTQ+ ERG, Mental Health Aids Resource Group, BIPOC Resource Group
• Employee Book Club with weekly meetings
• Culture Committee to organize in-person social events