Office Administrator

Temporary Receptionist/Office Administrator to join investment firm in San Mateo (onsite, full-time). 6-8 month contract assignment.

Hours: 8:00am – 5:00pm daily with an hour-long lunch away from the front desk (flexibility to work earlier and/or later may be needed for in person partner meetings)

Job Requirements:

We are looking for 2 years of administrative assistant/office/receptionist experience.

This candidate must be tech savvy when it comes to their MS Word, Outlook, for scheduling and calendaring. Excel, Concur and Affinity experience is a plus.

Responsibilities:

• Open front door and turn on all lights
• Turn copiers on and add paper
• Clear dishwasher, if run overnight.
• Check stock in kitchen, replenish soft drinks, coffee, fridge…
• Replenish the conference rooms with Kleenex and Purells if needed
• Clean whiteboards at the end of each day if they were used
• Check Partners, Principals and Conference room calendars for the week to see if you need to order breakfast/lunches for meetings
• Order lunch every Wednesday or Thursday for the next Monday staff meeting
• Set up lunch around 11:30am and/or help pick up every Monday for meetings
• Replenish and organize foods and drinks throughout the day
• Place food/drink/snack orders on Weds or Thurs. for Friday delivery. Put away
• Do supply inventory on Wednesdays and throw away all the food that is expired and update vendor orders accordingly.
• Take inventory of stock room every Wednesday and place vendor order accordingly, unless someone wants something specifically on another day
• Take any outgoing mail outside to drop box
• Pick up mail downstairs daily (usually arrives around 10am)
• Open mail addressed to the firm/Accounts Payable and scan and upload bills

During office hours:

• Review Conference room calendars each morning for incoming executives and any possible conflicts.
• Fill in pass down requests for building to ensure guest access.
• Answer main phone line and forward to the appropriate executive assistant (EA).
• Greet guests. Offer refreshments. Coordinate the person the guest is visiting (or appropriate EA).
• Sort incoming & outgoing mails and deliver to appropriate EA
• Clean up after meetings. Keep whiteboards clean.
• Maintain Conference rooms
• Collect cups from conference rooms and offices, load and start dishwasher.
• Take outgoing mail and drop them off.

Other Administrative Duties

• In Person Meetings
• Monday Investment Meetings – Clean board room
• In Person Partner Meetings - Order breakfast, lunch and (if scheduled or run late) dinner.
• Other Meetings
• Greet guests, advise appropriate EA that guests have arrived and ask if guests would like any refreshments.
• Clean conference rooms after meetings/take photos of whiteboards, then clean whiteboards.
• Supplies - Check supplies periodically and in any event no less than once per week, and order as necessary (generally once per week).
• Destruction bin and Shredder bin – Check bins every two weeks.
• Save all receipts and do expenses for self (available the 1st of every month)
• Keep track of employee birthdays and order requested dessert and coordinate with other admins.

Administrative Assistance

• Assist EAs with any help they may need (expenses, binding, etc.)
• Manage Business Card Ordering
• Manage calls/requests to landlord for any building related needs
• Various projects as requested when available.
• Assist with Events, in office Board meetings, conferences
• Assist with onboarding new employees – office swag, desk set up, information
• Assist the Business Development team with conference calendar and scheduling
• Assist with Database upkeep: Affinity, Clockwork, as necessary

Hourly rate will depend on experience. No benefits. Approximately $30-35 per hour.