Onsite Administrative Assistant

Job Description

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