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 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: $85,000–$100,000 + 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