What are the responsibilities and job description for the Office Assistant position at Gravity Staffing, Inc.?
A great private equity firm is seeking a detail-oriented and organized Front Desk/Office Coordinator to support their growing team in lower Fairfield County, CT.
Job Summary
This role involves providing exceptional customer service, administrative support, and coordination of office activities. The ideal candidate will have polish, professionalism, and the right skills to make all stakeholders feel welcome and valued.
Responsibilities
- Answer and re-direct incoming phone calls and take detailed messages.
- Meet, greet and assist visitors with courtesy and professionalism.
- Maintain and review Company Calendar; ensure meeting locations are set and assigned; prepare draft of weekly email of company highlights to Business Development team.
- Schedule meetings and conference calls as requested for both in-person meetings and remote meetings via Zoom.
- Provide expense support for 6-10 operating partners; potential to add travel support for the role.
- Order office supplies and consumables from office vendors, maintaining delivery schedule, and ensure stock in both kitchens is refreshed.
- Manage boardroom(s) scheduling including necessary catering and beverage stock.
- Evaluate and implement efficient procedures for managing office operations.
- Ensure common areas are tidy and presentable including kitchens and lower level copy room.
- Maintain reception area and boardrooms appearance to ensure they are presentable.
- Support Operating Partner ad hoc requests (i.e., car service, meeting planning).
- Administrative support as needed (i.e., notary, prepare DocuSign presentation printing and binding, offer to pick up lunch for Partners, Annual meeting support).
Requirements
The successful candidate will possess:
- Prior experience in an administrative or coordinating role.
- Excellent communication and interpersonal skills.
- Ability to multitask and prioritize tasks effectively.
- Proficiency in calendar management and event planning.
- Basic knowledge of office software and systems.
- Familiarity with Zoom or similar conferencing tools.
- Availability to work Monday through Friday, 8:00 am – 5:00 pm, with occasional flexibility for on-site Board meetings or events.
About Our Company
We are a dynamic and growing private equity firm founded over 20 years ago. We value our employees and offer opportunities for growth and development within the company.
