Arena is looking to expand the team through the addition of a Receptionist & HR Assistant. This is an in-office role, reporting to the People Operations Manager. The ideal candidate will be dependable, organized, self-motivated, resourceful and have high energy for a fast-paced environment. The candidate will manage the New York office’s reception desk, support daily office operations, and assist with ad hoc HR projects. Candidate would be fully in-office and work 8am – 6pm Monday through Friday.
Responsibilities:
· Reception & Office Operations
- Greet guests and prepare the conference room for meetings
- Answer incoming calls using a multi-line phone and Zoom
- Review, scan, and distribute incoming mail to employees
- Ship packages via FedEx, USPS, UPS, or messenger service
- Order and maintain inventory of office supplies (non-tech)
- Maintain a clean, organized kitchen and restock the fridge and cabinets
- Communicate with vendors and other third parties
- Monitor building events and maintain a relationship with the building management office
- Update the office floor plan and coordinate seating arrangements
- Assist with planning office events and employee gifts
- Manage and distribute the company’s internal newsletter
· HR & Administrative Support
- Manage task lists, set calendar reminders, and follow up on outstanding items
- Keep attendance reports and maintain accurate records
- Organize receipts for expense reports
- Work closely with the IT team for onsite tech support
- Schedule meetings, book travel, and prepare itineraries
- Conduct research and prepare presentations and spreadsheets
- Manage confidential documentation requests with discretion
- Assist with new employee onboarding
- Assist with personal requests (reservations, orders, research, etc)
- Assist with day-to-day responsibilities and ad hoc projects
Requirements
- 2-5 years’ experience in an office administrative role
- Experience managing vendor relationships
- Reliable, punctual, and highly organized with strong attention to detail
- Ability to multitask and adapt in a fast-paced environment
- Self-motivated, persistent, and a collaborative team player
- Strong verbal and written communication skills
- Proficient in Microsoft Office, including Excel and PowerPoint, and Canva
- Business professional dress attire
Benefits
- Health Care Plan (Medical, Dental & Vision)
- Retirement Plan (401k, IRA)
- Life Insurance (Basic, Voluntary & AD&D)
- Paid Time Off (Vacation, Sick & Public Holidays)
- Family Leave (Maternity, Paternity)
- Short Term & Long Term Disability
- Training & Development
- Free Food & Snacks
- Wellness Resources
Top Skills
What We Do
Arena Investors is an institutional asset manager that provides creative solutions for those seeking capital in special situations. Arena brings decades of experience, a track record of comfort with complexity, the ability to deliver within time constraints, and the flexibility to engage in transactions that cannot be addressed by banks and other conventional financial institutions. Arena’s mandate is global, and also unconstrained in terms of asset class and industry.
