Office Administrator

Temporary Receptionist/Office Administrator to join investment firm in San Mateo (onsite, full-time). 6-8 month contract assignment. Hours: 8:00am - 5:00pm daily with an hour-long lunch away from the front desk (flexibility to work earlier and/or later may be needed for in person partner meetings). Job Requirements: We are looking for 2+ years of administrative assistant/office/receptionist experience. This candidate must be tech savvy when it comes to their MS Word, Outlook, for scheduling and calendaring. Excel, Concur, and Affinity experience is a plus. Responsibilities: Open front door and turn on all lights. Turn copiers on and add paper. Clear dishwasher, if run overnight. Replenish the conference rooms with Kleenex and Purells if needed. Clean whiteboards at the end of each day if they were used. Check Partners, Principals and Conference room calendars for the week to see if you need to order breakfast/lunches for meetings. Order lunch every Wednesday or Thursday for the next Monday staff meeting. Set up lunch around 11:30am and/or help pick up every Monday for meetings. Replenish and organize foods and drinks throughout the day. Place food/drink/snack orders on Weds or Thurs. for Friday delivery. Put away. Do supply inventory on Wednesdays and throw away all the food that is expired and update vendor orders accordingly. Take inventory of stock room every Wednesday and place vendor order accordingly, unless someone wants something specifically on another day. Take any outgoing mail outside to drop box. Pick up mail downstairs daily (usually arrives around 10am). Open mail addressed to the firm/Accounts Payable and scan and upload bills. During office hours: Review Conference room calendars each morning for incoming executives and any possible conflicts. Fill in pass down requests for building to ensure guest access. Answer main phone line and forward to the appropriate executive assistant (EA). Greet guests. Offer refreshments. Coordinate the person the guest is visiting (or appropriate EA). Sort incoming & outgoing mails and deliver to appropriate EA. Clean up after meetings. Keep whiteboards clean. Maintain Conference rooms. Collect cups from conference rooms and offices, load and start dishwasher. Take outgoing mail and drop them off. Other Administrative Duties: In Person Meetings. Monday Investment Meetings - Clean board room. In Person Partner Meetings - Order breakfast, lunch and (if scheduled or run late) dinner. Other Meetings. Greet guests, advise appropriate EA that guests have arrived and ask if guests would like any refreshments. Clean conference rooms after meetings/take photos of whiteboards, then clean whiteboards. Supplies - Check supplies periodically and in any event no less than once per week, and order as necessary (generally once per week). Destruction bin and Shredder bin - Check bins every two weeks. Save all receipts and do expenses for self (available the 1st of every month). Keep track of employee birthdays and order requested dessert and coordinate with other admins. Administrative Assistance: Assist EAs with any help they may need (expenses, binding, etc.). Manage Business Card Ordering. Manage calls/requests to landlord for any building related needs. Various projects as requested when available. Assist with Events, in office Board meetings, conferences. Assist with onboarding new employees - office swag, desk set up, information. Assist the Business Development team with conference calendar and scheduling. Assist with Database upkeep: Affinity, Clockwork, as necessary. Hourly rate will depend on experience. No benefits. Approximately $30-40 per hour. Seniority level Entry level Employment type Temporary Job function Administrative Industries Venture Capital and Private Equity Principals and Investment Management #J-18808-Ljbffr

Created: 2025-03-11