We are seeking a polished, professional, and highly organized Office Assistant to serve as the first point of contact for a leading financial services firm. This role is essential to creating a welcoming, confident, and efficient front office experience for clients, visitors, and team members.

The ideal candidate is poised, detail-oriented, and thrives in a fast-paced, client-facing environment. You will represent our brand every day, ensuring that every interaction reflects the firm’s professionalism, discretion, and commitment to service excellence.

Responsibilities

• Serve as the firm’s first impression by greeting clients, investors, and guests with professionalism, discretion, and a high level of service. Ensure every visitor experience reflects the firm’s brand and standards.
• Manage the phone system, screening, and directing calls with sound judgment, professionalism, and efficiency while maintaining strict confidentiality.
• Coordinate conference room scheduling and meeting logistics, including preparing materials, arranging catering, setting up technology, and ensuring meeting spaces are always ready.
• Oversee visitor management procedures, including check-in protocols, security coordination, and compliance with firm policies.
• Partner with executive assistants and leadership to support client meetings, board presentations, and investor events by assisting with materials preparation and day-of logistics.
• Manage incoming and outgoing mail, overnight packages, and courier services; ensuring timely distribution and tracking of important financial documents.
• Maintain the reception area and shared spaces to reflect a polished, organized, and professional environment.
• Provide administrative support across departments, including document formatting, data entry, calendar coordination, expense processing, and special projects as needed.
• Monitor and replenish office and kitchen supplies; coordinate with vendors and building management to ensure smooth daily operations.
• Support internal culture initiatives and firm-wide events by assisting with planning, coordination, and execution.

Ideal Experience

• Bachelor’s degree required.
• 5+ years of office-related, receptionist experience (professional services or financial services preferred).
• Strong verbal and written communication skills.
• High level of discretion and professionalism.
• Proficiency in Microsoft Office (Outlook, Word, Excel).
• Excellent organizational and time-management skills.
• Ability to multitask and remain calm under pressure.
• Polished appearance and confident demeanor.

Up to $70,000 salary per year (based on experience)