Receptionist at NYC Asset Management Firm

Receptionist Role

About the Firm:
Kirkoswald is an institutional asset management firm that was founded in 2018. The Firm currently has around 120 employees in 8 offices globally and carries out a global macro investment strategy, with a focus on emerging markets.

This is an onsite role. Candidates must have the ability to work from our New York office 5 days a week.

Key Responsibilities of the Role: 

Front Desk & Visitor Experience:

• Serve as the Firm’s polished, service-oriented first point of contact for all visitors and callers
• Register, greet, and manage all visitors using the visitor management system
• Conduct regular walkthroughs of the reception area, pantry and client-facing spaces to ensure they remain clean, professional and fully stocked
• Set up and refresh meeting rooms before and after use, including coordination with IT for Microsoft Teams, Zoom and audio-visual needs
• Manage daily courier and mail services

Office & Facilities Support:

• Restock fridges, load/unload dishwashers and maintain clean, organized pantries using daily checklists
• Oversee the conference room booking system
• Assist with procurement and inventory of office snacks, beverages and supplies. Monitor all stock levels against company usage trends
• Track weekly and monthly spend and consumption for food and beverages, maintaining simple, up-to-date reports
• Manage daily office lunches; Order and coordinate catering for group meetings and in-office lunches
• Perform daily conference room inspections to confirm setups, AV readiness and availability of supplies

Executive Support:

• Provide responsive, standby support to senior executives, including printing, materials preparation, lunch pickup, and ad hoc requests
• Manage travel forms and assist with travel booking/logistics
• Assist with gift tracking and petty cash management

Shared Responsibilities with Office Manager:

• Partner on office event planning, including vendor coordination, room setup and post-event breakdown
• Submit and track building maintenance requests and Certificates of Insurance (COIs)
• Liaise with building management and security on access, visitors, and company facility needs 
• Support internal philanthropic initiatives 
• Manage ordering and inventory for business cards, stationery, notebooks and wellness room supplies, ensuring spaces remain tidy and stocked

Backup Support to Office Manager:

• Support onboarding logistics for company new hires
• Assist with processing expense reimbursements, ensuring complete documentation and timely submission 
• Vacation time off tracking
• Coordinate with IT for onboarding equipment and access
• Maintain logs for office facility services (ie. cleaning, vendors, recurring visits)

Qualifications:

• Internship, campus, or full-time/ part-time experience in a customer-facing or administrative role
• Maintains a consistent, business-appropriate professional appearance in line with firm standards: presents a polished, client-ready image at all times
• Exceptional interpersonal and communication skills with a strong client-service mindset
• Models integrity, discretion, and professionalism consistently, especially in client-facing and executive-support situations
• Impeccable attention to detail and organizational abilities; comfortable managing checklists, trackers, and multiple priorities
• Tech-savvy and comfortable learning new systems, proficiency with Microsoft Office Suite, Zoom, and visitor management tools
• A proactive, can-do attitude with a strong sense of discretion and professionalism
• Ability to prioritize and manage multiple tasks seamlessly

Compensation:

• $60-65k base salary + discretionary bonus
• Fully covered medical benefits
• In office daily lunch stipend
• Gym membership at Equinox

This is an excellent opportunity to be part of a high-performing, tight-knit team where your contribution will directly impact the daily operations and culture of the Firm. We offer a supportive work environment and exposure to various aspects of a financial services firm.

Disclaimer: This job description serves as a general guideline for the position and may be subject to changes as responsibilities and requirements evolve to meet the organization's needs and objectives.