Flex Assistant

LOCATION: Greenwich, CT (5 days per week in office)​

JOB FUNCTION

The Flex Assistant will have the opportunity to provide administrative support to departments throughout the firm, including Reception and Facilities. This role will work on a team of three and report to the Office Manager in Connecticut. 

Responsibilities may include but are not limited to:

Reception & Facilities:

• Partner with and provide back-up coverage for Reception and Facilities teammates.
• Answer and direct all incoming CT or NY calls on the main line number.
• Manage the CT conference room schedule.
• Greet guests and vendors; assist and direct them as needed.
• Manage catering orders, facilitate lunch deliveries, print meeting materials, and partner with IT to coordinate meeting setup.
• Liaise with building management for office maintenance requests.
• Receive and distribute all mail, parcel deliveries, and messenger services.
• Take inventory and re-stock office supplies and pantry items.
• Assist with vendor contact management.

Administrative Support:

• Collaborate with other assistants to provide general operations team support.
• Serve as a gatekeeper for professionals; partner with other assistants to maintain consistent back-up phone coverage during office hours.
• Prepare expense reports; maintain strong understanding of policies and meet submission deadlines.
• Extensive use of Outlook to schedule all meetings and conference calls, resolving conflicts as they arise.
• Manage professionals’ priorities throughout the day, prompt for meetings, calls, follow-up items. May include some personal administrative work.
• Manage domestic and international travel arrangements; prepare itineraries.

Special Projects:

• Manage office projects including the planning of employee events, maintaining key office vendor relationships, and ad hoc office management support.
• Assist with reports or presentations as required.

QUALIFICAITONS

The ideal candidate will have:

• Bachelor’s degree required.
• Knowledge of Microsoft Outlook, Word and Excel required.
• Some support experience preferred.
• Must have demonstrated customer service and strong organizational skills.
• Some experience in an office environment required.

The ideal candidate possesses the following traits:

• Self-motivated with a strong sense of urgency and proactive approach; ability to recognize and anticipate needs while managing and prioritizing multiple tasks.
• Cooperative team player with a can-do attitude; flexible and adaptable to the changing nature of the job.
• Extremely organized and meticulous about detail and accuracy; delivers highest quality work and service.
• Ability to function with a high level of patience, tact, and diplomacy.

Viking is an equal opportunity employer.  Questions about your candidacy and requests for reasonable accommodation in the recruitment process should be directed to [email protected].