Administrative Assistant/Receptionist

Hoque Global is seeking to hire an Administrative Assistant Receptionist to support the real estate team's rapid growth and serve as the first and last impression of the company to clients, partners, and vendors visiting our office. The Administrative Assistant Receptionist will report to the Vice President of Real Estate and work with the whole real estate team in running the company's operations. This role represents the day-to-day face of the company and will engage with and build strong relationships with team members and key external relationships.This role provides extensive exposure to the workings of a fast-moving, high-growth business. A successful candidate will tackle any and all tasks to ensure the real estate team can maximize their time to focus on strategic areas relating to the ongoing development of the business. This individual will have the opportunity to assist and engage in a host of initiatives. This individual will also be expected to maintain complex schedules with excellent attention to detail.Responsibilities will include:Welcome guestsvisitors and direct them to the appropriate areaManage calendar for maximum strategic impactEnsure that the team is ahead of, prepared for, and meets all key deadlinesComplete expense reports and manage receiptsMaintain and organize the business card databaseManage files for efficient and effective organizationCoordination of internalexternal meetings, logistics and communicationsScreens incoming calls and processes and disseminate internal and external correspondence to appropriate areasHandles daily contact with internal and external relationships, management, and visitorsHandles travel arrangements; requiring research and cost analysis to book and confirm best available airfare, hotel and ground transportationProvide backup support to other team members, assisting with administrative tasks and ensuring smooth daily operationsProactively anticipates needs of the team and office, ensuring seamless operations by addressing potential challenges before they ariseCoordinates materialssupplies for breakroomMonitors general upkeep of office area, keeps and organized and tidy front desk, and organize supply closet and keeps track of inventoryrestocks when necessaryPrepares meeting roomsreception area when guestsvisitors arriveReceive, sort, and distribute daily maildeliveriesMaintain security by following procedures and controlling accessPerforms other clerical and administrative duties as assigned and assists with other projects as assigned (ex. Meetings, special projects, and events)QualificationsMinimum of 3 years proven experience supporting a growing team within a private equity, commercial real estate, or professional services organizationProvide confidentiality, discretion, and exercise judgementStrong work-ethic, can-do attitude, proactive and forward-thinkingWould be highly organized and strategic thinker with ability to multitaskFlexible and adaptable to changeFlourishes in a fast-paced environmentEnjoys collaborating and is team-orientedExercise a high level of attention to detailProficient in MS Office Suite including Outlook, PowerPoint, Excel and WordSome accountingfinance team support experience preferred

Created: 2025-02-02