Administrative Assistant

We are a specialized global energy market trading hedge fund. Our team is lean, collaborative, and fast-moving, with a strong emphasis on professionalism, discretion, and operational excellence. We are seeking a highly organized, reliable, and detail-oriented Administrative Assistant to provide comprehensive office administration, human resources support, and front desk reception. This role is essential to ensuring smooth day-to-day operations, creating a professional and welcoming environment for visitors and staff, coordinating internal events, and supporting key HR processes. The ideal candidate is proactive, polished, reliable, and comfortable managing multiple priorities in a fast-paced professional environment. Key Responsibilities Office Administration Manage general office operations, including supplies, vendors, mail, and facilities coordination Support meeting logistics, calendar coordination, and internal communications Assist with internal event coordination, including anniversaries, outings, sports activities, and the annual Christmas party Assist with expense tracking, and reimbursement documentation as needed Coordinate with building management, vendors, and service providers to address office maintenance and operational needs Human Resources Support Assist with onboarding and offboarding processes, including documentation, scheduling, coordination, and system access Assist payroll coordination, benefits administration, and HR compliance tasksHelp coordinate recruiting logistics, including interview scheduling and candidate communication Assist with preparation and organization of HR-related forms, files, and internal documentation Front Desk & Reception Serve as the first point of contact for visitors, guests, service providers, and internal staff Greet visitors professionally and ensure a welcoming front desk experience Answer, screen, and direct phone calls and general inquiries as appropriate Manage visitor sign-in procedures and coordinate guest access in accordance with office policies Maintain the reception area and shared office spaces in a neat, organized, and professional condition Coordinate incoming and outgoing mail, deliveries, packages, and courier services Support meeting room preparation, including scheduling, setup, refreshments, and cleanup as needed Qualifications Entry-level candidates with strong organizational skills and professionalism are strongly encouraged to apply Prior experience in an administrative assistant, receptionist, office coordinator, or similar role is preferred but not required Strong organizational skills with the ability to manage multiple tasks and deadlines High attention to detail and strong follow-through Excellent written and verbal communication skills Professional demeanor and strong interpersonal skills Proficiency with standard office software, including Microsoft Office and/or Google Workspace Comfort learning new systems and office tools Ability to work independently and manage multiple priorities in a small‑team environment Ability to handle confidential information with discretion and professionalism Reliable, punctual, proactive, and service-oriented What We Offer Competitive compensation based on experience Full‑time schedule in a professional office environment Exposure to a specialized energy trading and investment environment Opportunity to grow responsibilities over time for the right candidate. #J-18808-Ljbffr