Receptionist & HR Assistant

Arena is looking to expand the team through the addition of a Receptionist & HR Assistant.  Reporting to the Director of Human Resources & Administration, 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, various office tasks, and assist with ad hoc projects.

Responsibilities:

• Communicate with vendors and other third parties
• Order and keep inventory of office supplies (non-tech)
• Maintain a clean, organized kitchen and restock fridge and cabinets

• Organize receipts for expense reports;

• Greet guests and set up the conference room for meetings
• Assist with planning office events and gifts

• Monitor building events and have a report with the management office
• Update floor plan and coordinate seating

• Keep attendance reports

• Work closely with the IT team for onsite tech support
• Manage task lists, set calendar reminders, and follow ups
• Schedule meetings, book travel and create itineraries
• Conduct research, prepare presentations and spreadsheets
• Manage confidential documentation request
• Review and scan mail to employees
• Ship packages via FedEx, USPS, UPS or Messenger service
• Answer incoming calls using a multi-line phone and Zoom
• Assist with personal requests (reservations, orders, research, etc)
• Assist with day-to-day responsibilities and ad hoc projects

Requirements

• 6+ years’ experience in an office administrative role
• Experience managing vendor relationships
• Reliable and punctual
• Multi-tasker for fast paced environment
• Self-motivated and persistent
• Strong attention to detail; must be thorough in notes and record keeping
• Strong communication skills (verbal and written)
• Patience and a team player
• Highly perceptive and adaptable to different situations
• Business professional dress attire
• Microsoft products, including Excel and PowerPoint

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