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Marblegate Asset Management · Greenwich, Connecticut
Serve as the first point of contact and primary presence at reception, warmly greeting, registering and directing all guests in a polished, professional manner
Answer the multi-line main office phone, transferring calls and taking messages as needed
Manage visitor and building access, including guest registration, visitor and employee badge activations and deactivations, and coordination with building security and management
Maintain a polished, presentable reception area, conference rooms, kitchen and common areas to a client-ready standard, proactively identifying and resolving issues
Organize and maintain conference room and video conferencing schedules
Retrieve and distribute incoming mail, packages and deliveries daily, tracking packages through to receipt
Ensure all outgoing packages, couriers and mail are picked up before leaving each day
Coordinate document signings for executives as needed
Manage meetings with clients and external guests from start to finish, including room readiness, set-up, refreshments and clean-up
Plan and coordinate office celebrations and firm events
Place catering orders for client meetings and office-wide lunches as needed
Maintain an organized and well-stocked inventory of office supplies and supply areas, ordering as needed and as requested by colleagues
Place and receive weekly grocery and beverage deliveries and keep the kitchen well stocked
Serve as first-line contact for basic office technology needs (printers, phones and conference room equipment) and coordinate with the outsourced IT department when applicable
Serve as primary liaison with building management, building engineers and external vendors for repairs, maintenance and other service needs; manage vendor relationships, service quality and contracts, and ensure vendor work is completed safely and with minimal disruption
Maintain accurate office records and tracking tools, including seating plans, vendor records, certificates of insurance and facilities requests; assist with inventory management of laptops and other IT equipment; and coordinate desk moves and workspace changes
Manage office expenses within approved budgets, including tracking invoices and purchase requests, monthly credit card reconciliations, and coordinating with Accounts Payable to ensure timely payment of all invoices
Facilitate onboarding of new colleagues (and offboarding of departing colleagues) including workstation and supplies set-up, meeting scheduling, new-hire office tours, building access activation and deactivation, and liaising with departmental representatives and with technology for equipment and software permissions
Coordinate pre-employment background checks for incoming hires
Coordinate the firmwide monthly meeting, including circulating slide guidelines and deadlines, collecting departmental submissions, and maintaining the meeting invitation and distribution lists
Bachelor’s Degree
Experience in office management, reception, administrative support or hospitality, ideally in a financial or professional services environment
Highly organized and efficient, with strong attention to detail
Solution-oriented mindset and proactive problem-solver
Ability to work independently, exercise sound judgment, and take ownership of requests from start to finish, escalating matters appropriately
Ability to manage multiple priorities and varying deadlines in a fast-paced environment
Exceptional poise and professionalism when interacting with clients, guests, senior leadership and vendors
Collaborative team player who builds strong working relationships at all levels of the firm
Hands-on, “no task is too small” mentality with a willingness to pitch in wherever needed
Proficiency in MS Word, Excel, PowerPoint and Outlook, and comfort learning new workplace and video conferencing systems. CRM, workplace-management or budget-tracking system experience is a plus but not required
Familiarity and comfort with AI tools, and a willingness to use them to work more efficiently
Professional, positive and service-oriented attitude
Discretion and integrity in handling highly confidential information
Commitment to complying with the firm’s compliance policies and procedures
Actual compensation will depend on skills, experience and qualifications.
All eligible employees receive access to a comprehensive benefits package, including:
Medical insurance, Dental insurance. Vision insurance, 401(k) retirement plan and firm provided lunch.
Marblegate is an equal opportunity employer and considers all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other characteristic protected by applicable law. Candidates must be eligible to work in the United States.
Details
| Company | Marblegate Asset Management |
| Location | Greenwich, Connecticut |
| Type | FULL TIME |
| Niche | Full-time |