ADMINISTRATIVE/OFFICE ASSISTANT - PROVIDENCE - HYBRID
Position Summary
The Administrative/Office Assistant provides day-to-day office assistance to investment professionals and the broader office. This role handles calendar coordination, meeting support, travel and expense management, and maintains a welcoming, organized, and well-functioning office environment. Position will work Monday - Thursday in the Providence office. Friday is a work-from-home day .
Key Responsibilities
Administrative Support
ā¢ Manage calendars for assigned investment professionals; accept or decline invitations, resolve conflicts, and ensure meeting accuracy.
ā¢ Register professionals for conferences, annual meetings, advisory boards, and offsite meetings.
ā¢ Coordinate domestic travel arrangements as requested.
ā¢ Set up Zoom and video calls; prepare meeting materials and assist with logistics.
ā¢ Prepare and submit AMEX and reimbursement expense reports per company policies.
ā¢ Provide compliance support related to gifts and benefits reporting.
Office & Facilities Support
ā¢ Maintain kitchens, conference rooms, and common areas to ensure cleanliness, organization, and functionality.
ā¢ Order and restock office supplies, groceries, coffee, beverages, and kitchen items.
ā¢ Monitor printers, shredding bins, water filtration systems, coffee machines, and other office equipment.
ā¢ Pick up mail and packages from building mailrooms and distribute them internally.
ā¢ Update keyless entry systems, parking rosters, and internal staff listings as needed.
Team & Cross-Support
ā¢ Provide backup support to the Executive Assistant / Office Manager as needed.
ā¢ Assist with office events, staff lunches, and meetings.
ā¢ Participate in and help lead recurring administrative team check-ins across offices.
Reception & Front-Office Duties
ā¢ Answer and route calls on a multiline telephone system using sound judgment.
ā¢ Greet and welcome visitors; escort guests to conference rooms and provide refreshments.
ā¢ Coordinate building security access for guests and meetings.
ā¢ Manage incoming and outgoing mail, packages, and courier services.
Qualifications
ā¢ 2+ years of experience as an Administrative Assistant, Office Assistant, or similar role.
ā¢ Strong organizational skills with attention to detail and follow-through.
ā¢ Professional, friendly demeanor with excellent communication skills.
ā¢ Ability to manage multiple tasks in a fast-paced office environment.
ā¢ Proficiency in Microsoft Office, calendar systems, video conferencing tools, and basic office technology.
ā¢ Other duties may be assigned or change as business needs evolve.
We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or veteran status. We are committed to maintaining a workplace free from harassment and discrimination.
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The Administrative/Office Assistant provides day-to-day office assistance to investment professionals and the broader office. This role handles calendar coordination, meeting support, travel and expense management, and maintains a welcoming, organized, and well-functioning office environment. Position will work Monday - Thursday in the Providence office. Friday is a work-from-home day .
Key Responsibilities
Administrative Support
ā¢ Manage calendars for assigned investment professionals; accept or decline invitations, resolve conflicts, and ensure meeting accuracy.
ā¢ Register professionals for conferences, annual meetings, advisory boards, and offsite meetings.
ā¢ Coordinate domestic travel arrangements as requested.
ā¢ Set up Zoom and video calls; prepare meeting materials and assist with logistics.
ā¢ Prepare and submit AMEX and reimbursement expense reports per company policies.
ā¢ Provide compliance support related to gifts and benefits reporting.
Office & Facilities Support
ā¢ Maintain kitchens, conference rooms, and common areas to ensure cleanliness, organization, and functionality.
ā¢ Order and restock office supplies, groceries, coffee, beverages, and kitchen items.
ā¢ Monitor printers, shredding bins, water filtration systems, coffee machines, and other office equipment.
ā¢ Pick up mail and packages from building mailrooms and distribute them internally.
ā¢ Update keyless entry systems, parking rosters, and internal staff listings as needed.
Team & Cross-Support
ā¢ Provide backup support to the Executive Assistant / Office Manager as needed.
ā¢ Assist with office events, staff lunches, and meetings.
ā¢ Participate in and help lead recurring administrative team check-ins across offices.
Reception & Front-Office Duties
ā¢ Answer and route calls on a multiline telephone system using sound judgment.
ā¢ Greet and welcome visitors; escort guests to conference rooms and provide refreshments.
ā¢ Coordinate building security access for guests and meetings.
ā¢ Manage incoming and outgoing mail, packages, and courier services.
Qualifications
ā¢ 2+ years of experience as an Administrative Assistant, Office Assistant, or similar role.
ā¢ Strong organizational skills with attention to detail and follow-through.
ā¢ Professional, friendly demeanor with excellent communication skills.
ā¢ Ability to manage multiple tasks in a fast-paced office environment.
ā¢ Proficiency in Microsoft Office, calendar systems, video conferencing tools, and basic office technology.
ā¢ Other duties may be assigned or change as business needs evolve.
We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or veteran status. We are committed to maintaining a workplace free from harassment and discrimination.
Apply tot his job
Apply To this Job