Administrative Assistant Greenwich, CT

Administrative Coordinator

A well-established hedge fund based in Greenwich, Connecticut is seeking a highly organized, proactive, and polished Administrative Coordinator to oversee the day-to-day operations of their office. The ideal candidate is resourceful, detail-oriented, and capable of anticipating needs before they arise. This individual will serve as the face of the office while ensuring the workplace runs efficiently and seamlessly.

Job Duties:

• Serve as the primary front desk contact, greeting visitors and managing incoming correspondence.
• Coordinate conference room scheduling and meeting logistics.
• Manage incoming and outgoing mail, courier services, and deliveries.
• Handle general correspondence and administrative support.
• Oversee the daily operations of the office.
• Order and maintain office and kitchen supplies.
• Coordinate with building management and outside vendors.
• Manage office equipment, maintenance requests, and service providers.
• Organize office events, team lunches, and employee celebrations.
• Ensure conference rooms, common areas, and kitchens remain well-stocked and presentable.
• Provide administrative support to senior leadership and investment professionals as needed.
• Coordinate calendars, meetings, and travel arrangements.
• Prepare presentations, reports, spreadsheets, and other business documents.
• Assist with expense reports and invoice processing.
• Maintain confidential files and records.
• Lead and coordinate special projects across departments.
• Track project timelines, action items, and deliverables.
• Identify opportunities to improve administrative processes and office efficiency.
• Support office moves, technology rollouts, and operational initiatives as needed.
• Assist with onboarding new employees and office setup.
• Coordinate company gifts, holiday initiatives, and employee recognition programs.
• Manage vendor relationships and service contracts.
• Handle ad hoc administrative requests with professionalism and urgency.
• Take ownership of miscellaneous projects that contribute to the smooth operation of the firm.

If you have at least one year of office related experience and are interested in being part of a growing financial services team, please email your resume to  ASAP.