Job Description

Hoque Global is seeking to hire an Administrative Assistant / Receptionist to support the real estate team’s rapid growth and serve as the first and last impression of the company to clients, partners, and vendors visiting our office. The Administrative Assistant / Receptionist will report to the Vice President of Real Estate and work with the whole real estate team in running the company’s operations. This role represents the day-to-day face of the company and will engage with and build strong relationships with team members and key external relationships.

This role provides extensive exposure to the workings of a fast-moving, high-growth business. A successful candidate will tackle any and all tasks to ensure the real estate team can maximize their time to focus on strategic areas relating to the ongoing development of the business. This individual will have the opportunity to assist and engage in a host of initiatives. This individual will also be expected to maintain complex schedules with excellent attention to detail.

Responsibilities will include:

• Welcome guests/visitors and direct them to the appropriate area
• Manage calendar for maximum strategic impact
• Ensure that the team is ahead of, prepared for, and meets all key deadlines
• Complete expense reports and manage receipts
• Maintain and organize the business card database
• Manage files for efficient and effective organization
• Coordination of internal/external meetings, logistics and communications
• Screens incoming calls and processes and disseminate internal and external correspondence to appropriate areas
• Handles daily contact with internal and external relationships, management, and visitors
• Handles travel arrangements; requiring research and cost analysis to book and confirm best available airfare, hotel and ground transportation
• Provide backup support to other team members, assisting with administrative tasks and ensuring smooth daily operations
• Proactively anticipates needs of the team and office, ensuring seamless operations by addressing potential challenges before they arise
• Coordinates materials/supplies for breakroom
• Monitors general upkeep of office area, keeps and organized and tidy front desk, and organize supply closet and keeps track of inventory/restocks when necessary
• Prepares meeting rooms/reception area when guests/visitors arrive
• Receive, sort, and distribute daily mail/deliveries
• Maintain security by following procedures and controlling access
• Performs other clerical and administrative duties as assigned and assists with other projects as assigned (ex. Meetings, special projects, and events)

Qualifications

• Minimum of 3 years proven experience supporting a growing team within a private equity, commercial real estate, or professional services organization
• Provide confidentiality, discretion, and exercise judgement
• Strong work-ethic, can-do attitude, proactive and forward-thinking
• Would be highly organized and strategic thinker with ability to multitask
• Flexible and adaptable to change
• Flourishes in a fast-paced environment
• Enjoys collaborating and is team-oriented
• Exercise a high level of attention to detail
• Proficient in MS Office Suite including Outlook, PowerPoint, Excel and Word
• Some accounting/finance team support experience preferred

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