Receptionist & HR Assistant

Arena Investors I Quaestor Advisors•New York, NY

12d•Onsite

About The Position

Arena is looking to expand the team through the addition of a Receptionist & HR Assistant. This is an in-office role, reporting to the People Operations Manager. The ideal candidate will be dependable, organized, self-motivated, resourceful and have high energy for a fast-paced environment. The candidate will manage the New York office’s reception desk, support daily office operations, and assist with ad hoc HR projects. Candidate would be fully in-office and work 8am – 6pm Monday to Thursday, and 8am – 12pm on Fridays.

Requirements

2-5 years’ experience in an office administrative role
Experience managing vendor relationships
Reliable, punctual, and highly organized with strong attention to detail
Ability to multitask and adapt in a fast-paced environment
Self-motivated, persistent, and a collaborative team player
Strong verbal and written communication skills
Proficient in Microsoft Office, including Excel and PowerPoint
Business professional dress attire

Responsibilities

Greet guests and prepare the conference room for meetings
Answer incoming calls using a multi-line phone and Zoom
Review, scan, and distribute incoming mail to employees
Ship packages via FedEx, USPS, UPS, or messenger service
Order and maintain inventory of office supplies (non-tech)
Maintain a clean, organized kitchen and restock the fridge and cabinets
Communicate with vendors and other third parties
Monitor building events and maintain a relationship with the building management office
Update the office floor plan and coordinate seating arrangements
Assist with planning office events and employee gifts
Manage and distribute the company’s internal newsletter
Manage task lists, set calendar reminders, and follow up on outstanding items
Keep attendance reports and maintain accurate records
Organize receipts for expense reports
Work closely with the IT team for onsite tech support
Schedule meetings, book travel, and prepare itineraries
Conduct research and prepare presentations and spreadsheets
Manage confidential documentation requests with discretion
Assist with new employee onboarding
Assist with personal requests (reservations, orders, research, etc)
Assist with day-to-day responsibilities and ad hoc projects