Receptionist & Operations Coordinator
Location: New York City
Type: Full-time
About Siegel Family Endowment
Siegel Family Endowment (“Siegel”) is a foundation focused on understanding and shaping the impact of technology on society. Siegel supports organizations whose work contributes to giving everyone the opportunity to learn and contribute to a rapidly changing society. Our Chairman, David M. Siegel, is the Co-Founder and Co-Chairman of Two Sigma Investments, LP. We primarily focus on three interest areas: Learning, Workforce, and Infrastructure. Our grantmaking philosophy and process differs from many more traditional foundations -- we encourage you to read through the “Our Approach” on www.siegelendowment.org/ to understand more about how we work with potential grantees.
Position Summary
Siegel is searching for an experienced, reliable, and task-oriented Receptionist & Operations Coordinator. Reporting to the Office & Operations Manager, the Receptionist & Operations Coordinator will be part of the Operations team to ensure the efficient and smooth day-to-day operation of our office, and provide direct administrative support to the Chief Operating Officer.
The Receptionist & Operations Coordinator is expected to perform all duties with precision, timeliness, and from a customer service approach. They will always uphold the highest level of discretion while building and maintaining strong working relationships with colleagues and partners.
The ideal candidate is resourceful, professional, and able to work in a fast paced environment with strong attention to detail. They will be fully engaged and busy from the first day, and we guarantee there will never be a dull moment.
Responsibilities
Receptionist:
- Register and provide general support to visitors to the office
- Act as concierge and help team members and guests, as needed. Keep spreadsheet of local shops for catering, parking, external meeting locations
- Accept mail and delivery packages; track packages; and appropriately distribute
Support for the Chief Operating Officer (COO):
- Schedule meetings and appointments
- Coordinate travel, including transportation and accommodations, conference registrations and/or meetings, and create detailed itineraries
- Organize and reconcile expense reports in a timely manner
- Update and maintain CRM for the COO’s relationships
- Provide backup for other administrative support staff, as needed
- As needed, support the COO with various administrative tasks such as research, grant execution, compliance and legal support.
Office Management:
- Act as a backup and provide support to ensure smooth day to day operations of the team
- Maintain and organize digital files and hard copies
Human Capital Management:
- Support the recruiting process and support Hiring Managers as needed
- Maintain a complete record for interviews, new hire onboarding, and offboarding
- Schedule interviews and prepare relevant interview materials
- Coordinate onboarding and offboarding processes
Finance:
- Facilitate purchase orders, invoice payments, and reports
- Ensure all invoices and financial reports are filed
Grant Execution & Administration:
- Prepare monthly grant execution documents, including grant letters and wire requests
- Assist with database management for grant tracking
- Provide relationship managers with proper documentation and updates on the status of grant executions
Event Planning Support:
- Provides logistical support to the Office & Operations Manager for all internal and external engagement events (which may fall outside of typical working hours), including booking event space, catering, and managing guest list and communication
Qualifications
- Minimum of 2+ years experience as an Administrative Assistant, or relevant experience
- Excellent interpersonal and collaboration skills
- Strong organizational, project management and problem-solving skills
- Exceptional customer service skills
- Knowledge of office management systems and procedures
- Knowledge of G Suite/Google for Work
- Knowledge of Greenhouse Applicant Tracking System is a plus
- Excellent time management skills and the ability to prioritize work
- Excellent written and verbal communication skills
Salary and Compensation
The anticipated salary for this position is $70,000, plus a bonus. This role is eligible for overtime. Additionally, we offer a competitive benefit package. For more information about our compensation structure, please email recruiting@siegelendowment.org.
