Administrative Assistant - Reception

PanAgora Asset Management

6d•$65,000 - $80,000

About The Position

Founded in 1989, PanAgora (Greek for across marketplace) Asset Management is a premier provider of investment solutions spanning most major asset classes and risk ranges. We seek to provide investment solutions using sophisticated quantitative techniques that incorporate fundamental insights and vast amounts of market information. While PanAgora’s investment strategies are highly systematic in nature, the processes deployed within these strategies are built and overseen by talented professionals with significant and diverse investment experience. Innovative research plays a central role in our investment philosophy and process, and is an essential component of our firm’s ability to deliver attractive investment solutions. Investment teams are organized into an Equity Strategies group and a Multi Asset Strategies group. Most investment team members are engaged in original research using fundamental intuition, market intelligence, modern finance and scientific methods. We are committed to providing clients with reliable investment processes, consistent performance, transparency, and access to our investment resources. Our client base is comprised of institutional investors across the globe, including public & private retirement funds, sovereign wealth funds, endowments & foundations, and sub-advisory mandates. This position serves a dual function: acting as the first point of contact for all visitors and callers to the firm, while also providing dedicated executive administrative support to the Chief Operating Officer (COO) and Chief Executive Officer (CEO). The role requires professionalism, strong judgment, and the ability to balance front-of-house responsibilities with high-level executive support. Primary focus areas include: Executive Support for CEO and COO • Provide comprehensive administrative support including calendar management, meeting coordination, travel arrangements, expense reporting, correspondence drafting, and proactive management of day-to-day priorities. Front Desk and Visitor Experience • Manage reception operations, greet guests, handle inbound calls, and ensure a polished, welcoming, and efficient front-of-house environment. Administrative and Office Operations Support • Support office logistics, conference room coordination, and cross-department administrative requests. Documentation and Communication Support • Prepare and edit correspondence, simple reports, and operational documents using Microsoft Office tools.

Requirements

Strong interpersonal and verbal communication skills.
Highly professional presence and customer service mindset.
Ability to handle sensitive information with confidentiality and discretion.
Strong organizational skills with the ability to multitask in a fast-paced environment.
Reliability, dependability, and consistent attendance.
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
Ability to collaborate effectively with colleagues across departments.
Office hours: 8:30 AM to 5:00 PM.
2years of administrative or executive assistant experience preferred; front desk or hospitality background a plus.
High school diploma required; bachelor’s degree preferred.

Responsibilities

Manage complex calendars including scheduling, rescheduling, and prioritizing meetings across multiple time zones.
Coordinate travel arrangements, itineraries, and related logistics using Egencia.
Prepare meeting materials, agendas, presentations, and follow-up notes as required.
Monitor and triage email and phone communications, escalating items when appropriate.
Maintain confidentiality and handle sensitive information with discretion.
Assist with ad-hoc executive projects and administrative needs.
Answer main line calls with a friendly, professional tone and direct them appropriately.
Communicate with building security regarding visitor access and notify employees of guest arrivals.
Welcome guests, escort them to meeting rooms, provide refreshments, and ensure a positive client experience.
Keep the reception area clean, organized, and reflective of the firm’s professional environment.
Manage incoming packages and notify recipients.
Buzz employees and guests through main lobby access points.
Oversee conference room schedules and assist with meeting reservations.
Support Client Services by answering overflow calls.
Coordinate FedEx and other mailings for internal teams.
Order business cards for employees as needed.
Assist Office Manager by maintaining office supply inventory and place weekly orders. Tracking costs against the budget.
Assist with various administrative tasks and ad-hoc operational requests.
Prepare accurate, concise, correspondence, spreadsheets, and presentations.
Support executives and business units with basic document formatting and updates.
Maintain filing systems and follow internal documentation procedures.