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Arena is looking to expand the team through the addition of a Receptionist & HR Assistant. This is an in-office role, reporting to the People Operations Manager. 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, support daily office operations, and assist with ad hoc HR projects. Candidate would be fully in-office and work 8am – 6pm Monday through Friday.
Responsibilities
- Reception & Office Operations
- Greet guests and prepare the conference room for meetings
- Answer incoming calls using a multi-line phone and Zoom
- Review, scan, and distribute incoming mail to employees
- Ship packages via FedEx, USPS, UPS, or messenger service
- Order and maintain inventory of office supplies (non-tech)
- Maintain a clean, organized kitchen and restock the fridge and cabinets
- Communicate with vendors and other third parties
- Monitor building events and maintain a relationship with the building management office
- Update the office floor plan and coordinate seating arrangements
- Assist with planning office events and employee gifts
- Manage and distribute the company’s internal newsletter
- HR & Administrative Support
- Manage task lists, set calendar reminders, and follow up on outstanding items
- Keep attendance reports and maintain accurate records
- Organize receipts for expense reports
- Work closely with the IT team for onsite tech support
- Schedule meetings, book travel, and prepare itineraries
- Conduct research and prepare presentations and spreadsheets
- Manage confidential documentation requests with discretion
- Assist with new employee onboarding
- Assist with personal requests (reservations, orders, research, etc)
- Assist with day-to-day responsibilities and ad hoc projects
Requirements
- 2-5 years’ experience in an office administrative role
- Experience managing vendor relationships
- Reliable, punctual, and highly organized with strong attention to detail
- Ability to multitask and adapt in a fast-paced environment
- Self-motivated, persistent, and a collaborative team player
- Strong verbal and written communication skills
- Proficient in Microsoft Office, including Excel and PowerPoint, and Canva
- Business professional dress attire
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
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