Receptionist - Office Manager

2 months ago


New York, New York, United States The Citco Group Limited Full time
About The Citco Group Limited

We are a global leader in fund services, corporate governance, and related asset services with staff across 50 office locations worldwide. With more than $1.8 trillion in assets under administration, we deliver end-to-end solutions and exceptional service to meet our clients' needs.

About the Team & Business Line

We provide services to our Citco Group of Companies and help businesses succeed in client service excellence. As a valuable member of our team, you will work closely with internal stakeholders and cross-functional teams to support business operations and help them achieve their goals.

Your Role

Reporting to the Marketing Events VP, the Receptionist will be part of the Group Marketing team and will handle office management duties on the 30th floor of the New York office and assist with event coordination. The responsibilities below are designed to give an overview of the role and requirements.

Key Responsibilities
  • Provide a Welcoming Environment: Ensure the office operates smoothly and efficiently, providing a professional reception and office environment.
  • Office Management: Maintain the professional appearance of conference rooms and events space, receive and sort all incoming and outgoing deliveries, and process breakfast and luncheon orders.
  • Event Coordination: Assist the Events Manager with the delivery of in-house events held at the firm's New York office, including client seminars, conferences, receptions, parties, client/prospect meetings.
  • Calendar Management: Manage the calendar of events and scheduling of all meetings/events taking place on the 30th floor of the office.
  • Supporting Materials: Prepare supporting materials, including literature packs, promotional merchandise, delegate lists, name badges, place names, table plans, etc.
  • Financial Management: Handle payment of invoices related to all events and activities that take place on the 30th floor.
  • Supply Chain Management: Coordinate the supply and order of promotional goods.
  • Relationship Management: Maintain a strong relationship with building management and learn all aspects of the building portal.
  • Office Upkeep: Conduct office manager duties, including ordering office supplies, working with office vendors for repairs as needed, and overall management and upkeep of the office space.
Qualifications
  • Strong Time and Project Management Skills: Ability to manage and implement tasks related to the role with a low level of supervision.
  • Excellent Communication Skills: Ability to communicate effectively with internal stakeholders and cross-functional teams.
  • Attention to Detail: Strong attention to detail and ability to maintain a high level of quality in all tasks.
  • Collaboration: Ability to work collaboratively with others to provide a high-quality service.
  • Education: Bachelors degree (or equivalent) in hospitality, marketing, or related area preferred.


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