Office Administrator
4 weeks ago
Alantra is a global mid-market financial services firm providing investment banking, asset management, and private capital services to companies, families, and investors operating in the mid-market segment. With over 650 professionals across Europe, the US, Latin America, and Asia, the Group offers a unique blend of global understanding and local relationships.
Position OverviewWe are seeking a highly organized and proactive Office Administrator to join our team in New York. As an Office Administrator, you will play a crucial role in overseeing the day-to-day office operations and providing comprehensive administrative support to our Managing Directors. Your exceptional organizational skills and attention to detail will ensure the smooth functioning of our office and enable our leadership team to focus on strategic initiatives.
Responsibilities- Office Management: Maintain a well-organized and efficient office environment. Coordinate and oversee office supplies, equipment, and facilities, ensuring everything is in working order and appropriately stocked.
- Administrative Support: Provide high-level administrative assistance to the Managing Directors, including managing schedules, arranging appointments, processing expenses, and organizing meetings. Prepare meeting agendas, take minutes, and follow up on action items as needed.
- Communication: Serve as the primary point of contact for internal and external inquiries, emails, and phone calls directed to the Managing Directors. Disseminate information effectively and handle sensitive and confidential information with the utmost discretion.
- Travel Coordination: Arrange travel logistics for the Managing Directors, including flights, accommodation, ground transportation, and itinerary planning. Ensure seamless travel experiences and timely expense reporting.
- Calendar Management: Maintain and update the Managing Directors' calendars, coordinating with team members to schedule meetings, conferences, and events.
- Event Planning: Assist in organizing company events, conferences, and workshops. Handle logistical arrangements, venue selection, catering, and other event-related tasks.
- Document Management: Create, format, and edit documents, reports, presentations, and other business materials as required. Maintain electronic and physical filing systems for easy access and retrieval.
- Problem Solving: Identify and address operational challenges proactively. Implement process improvements to enhance office efficiency and productivity.
- Ad Hoc Projects: Assist in special projects and initiatives as requested by the Managing Directors, demonstrating adaptability and the ability to work on diverse tasks.
- Team-oriented and collaborative culture
- Unique career development opportunities with focus on long-term growth and success
- Dynamic and collaborative work environment
- Competitive salary and bonus plans
- 100% Healthcare coverage options, HRA and FSA options, dental, vision insurance
- 401k with match
- Competitive vacation and holiday plans
- Fitness reimbursement
- Employee assistance program
- Pre-tax commuter benefits
- Company events and international offsites
- Team-wide community service initiatives
- Access to global network
- At least 2 years' experience as an Office Coordinator, Administrative Assistant, or similar role.
- Bachelor's degree or relevant work experience.
- Ability to work onsite in our New York office required.
- Strong organizational skills and the ability to multitask effectively in a fast-paced environment.
- Excellent communication skills, both written and verbal.
- Proficient in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other office software.
- Attention to detail and a high level of accuracy in all tasks.
- Discretion and the ability to handle sensitive and confidential information.
- Exceptional problem-solving abilities and a proactive approach to challenges.
- Prior experience in event planning and travel coordination is a plus.
- Knowledge of financial administration and basic accounting principles is beneficial.
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