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 3–5 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
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Greet employees, visitors, and investors warmly upon arrival; manage check-in and building visitor registration processes
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Offer coffee/refreshments to investors and guests during meetings; anticipate hosting needs proactively
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Serve as the primary liaison with building management for deliveries, access, vendor visits, and maintenance requests
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Maintain a polished, professional, and welcoming reception area at all times
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Manage and coordinate complex, high-volume calendars for multiple research team members simultaneously
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Resolve scheduling conflicts in real time and prioritize competing requests based on business importance
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Schedule internal and external calls or meetings, coordinating across time zones as needed
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Book and manage domestic and occasional international travel for research team members, including flights, hotels, and ground transportation
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Prepare detailed, accurate itineraries and adjust plans quickly in response to last-minute changes
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Process related travel expenses and reconcile invoices
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Maintain office supply and pantry inventory; proactively place and track orders so the office never runs short
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Organize team lunches, dinners, and celebratory events (birthdays, milestones, offsites), handling logistics from venue selection to catering orders
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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
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Bachelor's degree required; 3-5 years of relevant administrative, office management, or coordinator experience, ideally in finance, legal, or another professional services environment
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Warm, professional, and polished demeanor, comfortable representing the firm to institutional investors and senior executives
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Strong organizational skills with proven ability to juggle multiple competing priorities under deadline pressure without dropping details
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Proficiency in Microsoft Outlook, Excel, and PowerPoint, with the ability and willingness to quickly learn firm-specific tools (e.g., Verity RMS, Trello, DocuSign)
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Excellent written and verbal communication skills, with strong attention to tone and professionalism in external-facing correspondence
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Discretion in handling confidential information and a proactive, \"no task too big or small\" attitude
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Verifications of identity, education, prior employment, and references may be required
