Administrative Assistant

We are a specialized global energy market trading hedge fund. Our team is lean, collaborative, and fast-moving, with a strong emphasis on professionalism, discretion, and operational excellence. We are seeking a highly organized, reliable, and detail-oriented Administrative Assistant to provide comprehensive office administration, human resources support, and front desk reception. This role is essential to ensuring smooth day-to-day operations, creating a professional and welcoming environment for visitors and staff, coordinating internal events, and supporting key HR processes.

The ideal candidate is proactive, polished, reliable, and comfortable managing multiple priorities in a fast-paced professional environment.

• Office Administration
  • Manage general office operations, including supplies, vendors, mail, and facilities coordination
  • Support meeting logistics, calendar coordination, and internal communications
  • Assist with internal event coordination, including anniversaries, outings, sports activities, and the annual Christmas party
  • Assist with expense tracking, and reimbursement documentation as needed
  • Coordinate with building management, vendors, and service providers to address office maintenance and operational needs
• Human Resources Support
  • Assist with onboarding and offboarding processes, including documentation, scheduling, coordination, and system access
  • Assist payroll coordination, benefits administration, and HR compliance tasks
    
    Help coordinate recruiting logistics, including interview scheduling and candidate communication
  • Assist with preparation and organization of HR-related forms, files, and internal documentation
• Front Desk & Reception
  • Serve as the first point of contact for visitors, guests, service providers, and internal staff
  • Greet visitors professionally and ensure a welcoming front desk experience
  • Answer, screen, and direct phone calls and general inquiries as appropriate
  • Manage visitor sign-in procedures and coordinate guest access in accordance with office policies
  • Maintain the reception area and shared office spaces in a neat, organized, and professional condition
  • Coordinate incoming and outgoing mail, deliveries, packages, and courier services
  • Support meeting room preparation, including scheduling, setup, refreshments, and cleanup as needed

• Entry-level candidates with strong organizational skills and professionalism are strongly encouraged to apply
• Prior experience in an administrative assistant, receptionist, office coordinator, or similar role is preferred but not required
• Strong organizational skills with the ability to manage multiple tasks and deadlines
• High attention to detail and strong follow-through
• Excellent written and verbal communication skills
• Professional demeanor and strong interpersonal skills
• Proficiency with standard office software, including Microsoft Office and/or Google Workspace
• Comfort learning new systems and office tools
• Ability to work independently and manage multiple priorities in a small‑team environment
• Ability to handle confidential information with discretion and professionalism
• Reliable, punctual, proactive, and service-oriented

• Competitive compensation based on experience
• Full‑time schedule in a professional office environment
• Exposure to a specialized energy trading and investment environment
• Opportunity to grow responsibilities over time for the right candidate.