Administrative Receptionist / Research Team Assistant

Our client is seeking a personable, highly organized Administrative Receptionist / Research Team Assistant to support its research team's day-to-day logistics, including heavy calendar management, call scheduling, and travel coordination, while also serving as the face of the office: welcoming visitors, offering hospitality to investors, and keeping daily operations running smoothly. This role suits someone 35 years into their career who is looking for meaningful exposure to a fast-paced investment environment, direct interaction with senior leadership and institutional investors, and a genuine path for growth within fund operations, investor relations, or research-support responsibilities as they take on more ownership.

COMPANY: Investment Firm

POSITION: Administrative Receptionist / Research Team Assistant

LOCATION: New York, NY

HOURS: 8am 5:30pm (with flexibility to come in earlier or stay later as needed)

OFFICE REQUIREMENTS: 5 days in office

COMPENSATION: $85$105K + discretionary bonus + benefits

BACHELOR'S DEGREE REQUIRED: Yes

Responsibilities of the Administrative Receptionist / Research Team Assistant:

-Greet employees, visitors, and investors warmly upon arrival; manage check-in and building visitor registration processes

-Offer coffee/refreshments to investors and guests during meetings; anticipate hosting needs proactively

-Serve as the primary liaison with building management for deliveries, access, vendor visits, and maintenance requests

-Maintain a polished, professional, and welcoming reception area at all times

-Manage and coordinate complex, high-volume calendars for multiple research team members simultaneously

-Resolve scheduling conflicts in real time and prioritize competing requests based on business importance

-Schedule internal and external calls or meetings, coordinating across time zones as needed

-Book and manage domestic and occasional international travel for research team members, including flights, hotels, and ground transportation

-Prepare detailed, accurate itineraries and adjust plans quickly in response to last-minute changes

-Process related travel expenses and reconcile invoices

-Maintain office supply and pantry inventory; proactively place and track orders so the office never runs short

-Organize team lunches, dinners, and celebratory events (birthdays, milestones, offsites), handling logistics from venue selection to catering orders

-Support with meeting logistics, including room setup, materials preparation, and technology needs

-Assist with ad hoc projects and cross-team coordination, stepping in wherever support is needed

Requirements of the Administrative Receptionist / Research Team Assistant:

-Bachelor's degree required; 3-5 years of relevant administrative, office management, or coordinator experience, ideally in finance, legal, or another professional services environment

-Warm, professional, and polished demeanor, comfortable representing the firm to institutional investors and senior executives

-Strong organizational skills with proven ability to juggle multiple competing priorities under deadline pressure without dropping details

-Proficiency in Microsoft Outlook, Excel, and PowerPoint, with the ability and willingness to quickly learn firm-specific tools (e.g., Verity RMS, Trello, DocuSign)

-Excellent written and verbal communication skills, with strong attention to tone and professionalism in external-facing correspondence

-Discretion in handling confidential information and a proactive, "no task too big or small" attitude

-Verifications of identity, education, prior employment, and references may be required