Administrative Assistant

The Administration and Facilities Team is the face and first point of contact at Arrowstreet.  We strive to maintain a polished, professional, and courteous reception experience. We are responsible for continuously ensuring that the firm’s administrative operations and workspace are running effectively and efficiently.  We are a collaborative, communicative, helpful, and cohesive team. 

Position Overview

The Administration and Facilities Associate will be a hands-on contributor responsible for coordinating, managing and completing all Reception and Facilities tasks.

Key responsibilities

• Greet and coordinate with visitors to the Arrowstreet office

• Manage workspace requests such as: Facilities repair & HVAC management

• Manage catering process and vendor relationships

• Monitor conference room calendars and resolve conflicts

• Maintain Outlook calendar for team

• Order and stock office and kitchen supplies

• Coordinate all document archiving and shredding services

• Maintain team data lists in Excel

• Monitor and collect various communications for management review/approval

• Assist Administration and Facilities Manager with building security and the coordination of emergency safety drills

• Coordinate all corporate transportation options

• Maintain and update seating charts and coordinate seating moves and assignments

• Assist with annual Administration and Facilities budget

• Review and validate Administration and Facilities invoices

• Facilitate and lead various projects to ensure timely completion

• Collaborate with Administration and Facilities Manager on a day-to-day basis and ad hoc projects as needed

• Proactively plan and monitor seating capacity for employees and conference rooms

The ideal candidate:

• A self-starter with excellent organizational, time and relationship management skills

• Possesses excellent verbal and written communication skills

• Proficient in Microsoft Office

• Highly detail-oriented and inquisitive

• Able to work with minimal supervision while proactively providing updates, facilitating reviews of progress and meeting deadlines

• Collaborative with colleagues and has the ability to thrive in a team-oriented work environment

• Takes ownership of potential issues and communicates with managers in a timely manner

• Flexible in order to provide occasional support for before or after hours vendors.

Qualifications:

• Approximately 2 to 3 years professional experience in an Administrative/Facilities role

• Bachelor’s degree preferred

• Hands-on direct experience working in a fast-paced, dynamic environment: including familiarity with answering/directing phone calls, greeting guests, managing catering process, managing Outlook calendars and conference room schedules

• General knowledge of facilities maintenance/repair management, moves, and build-outs

• Microsoft Excel skills and comfort and proficiency with Outlook & Word

• Demonstrated and strong organizational skills

• Ability to work in an independent, self-directed manner and to perform equally well as part of a team

• Ability to follow through and deliver on management-directed tasks and provide ongoing feedback and communication to the Admin & Facilities manager and team

Arrowstreet Capital is a Boston-based systematic investment firm that manages global equity portfolios for institutional investors around the world. 

Arrowstreet Capital is an equal opportunity employment firm that values diversity and inclusion.  All qualified applicants will receive consideration for employment without regard to sex, race, color, religion, national origin, ancestry, gender identity, genetic information, age, sexual orientation, pregnancy, medical condition, disability, veteran or military status, marital status or any other characteristic protected by federal, state, or local law. For more information, please refer to the Know Your Rights poster, as well as the following Pay Transparency statement.

Arrowstreet Capital is committed to working with and providing reasonable accommodations for qualified individuals with disabilities and disabled veterans. If you need a reasonable accommodation for any part of the employment process due to a disability, contact us to discuss the nature of your request and contact information.