Office Manager and People Team Coordinator Job at Forensic Risk Alliance, New York, NY

  • Forensic Risk Alliance
  • New York, NY

Job Description

Forensic Risk Alliance (FRA) is a market leader in regulatory compliance, financial investigations, and data analytics.  We specialize in supporting clients facing cross-border litigation, multi-jurisdictional investigations – internal and external – and compliance program design and testing.  At FRA, we are regularly hired to provide expertise on some of the world’s largest compliance matters and are consistently recognized and recommended for our client service excellence.

Job Profile
The desired Executive Assistant will provide valuable administrative support to FRA’s offices throughout the U.S., including in-person support in New York City, and selected projects, working closely with Senior Leadership and the People team. This role requires the individual to provide day-to-day operational support to the business in a self-disciplined manner, drawing on strong organizational and communication skills.  Candidates will be responsible for undertaking a variety of tasks at any given time and needs to be proactive and able to anticipate needs.

Office Administrative Support
  • Weekly in-office administrative support to include:
    • Front of house, attending to visitors, hospitality
    • Deliveries & collections
    • Incoming & outgoing post/faxes
    • Printing, photocopying, scanning, binding and filing
  • Booking conference calls, lunches, and other meetings and arranging for meeting rooms, audio/visual and food and beverage, making restaurant reservations, as needed.
  • Planning and arrange in-house or off-site activities, team building or celebrations.
  • Assisting internal and external visitors, including arranging transportation, seating arrangements, and coordinating meeting schedules.
  • Point person for expense receipt review process, includes managing staff responsible for reviewing expense receipts to ensure accuracy and timely payment, following up with staff where necessary, for missing documentation.
  • Taking ownership of the full life cycle of corporate external and internal events in liaison with the Marketing team.
  • Maintaining office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
  • Ensures maintenance and operation of equipment including calling for repairs or replacements.
  • Completing operational requirements by scheduling and assigning administrative projects and expediting work results.
  • Continuously shows initiative and enthusiasm, thinking of new ways to improve the running of the office and providing executive support.
Executive Support
  • Managing diaries/ calendars of senior leadership and taking control of arranging and coordinating appointments, internal and external meetings and travel.
  • Arranging and coordinating meetings on behalf of senior leadership.
  • Make travel arrangements for senior leadership and all other local employees as needed.
  • Organizing extensive travel arrangements, including international and last-minute requirements for flights, trains, taxis and hotel bookings, preparing travel visa applications, related documentation and visa appointments.
  • Keeping on top of executive’s tasks and deadlines and following up appropriately.
  • Processing and managing monthly expenses on behalf of senior leadership.
  • Entering/updating business development activities and contacts of senior leadership in InterAction and running reports.
  • Entering time in billing system (billable and non-billable) for senior leadership.
  • Work globally with other executive administrators to support the broader firm.
Assisting in People Team Administrative tasks:
  • Onboarding of local hires, office tours, and supporting successful integration of new hires.
  • Support the global people team in assisting with recruiting coordination including scheduling interviews, sourcing of candidates, candidate communications and updating the Applicant Tracking System.
  • Support the People team in various US compliance functions including, but not limited to, drafting agreements, DocuSign and file management.
Required Qualifications
  • High School Diploma and 4+ years in an office environment, demonstrating good understanding of office procedures and equipment required. Associates or bachelor’s degree preferred.
  • Proven and extensive experience from holding a similar role previously.
  • Well-organized, with excellent time management skills, ability to prioritize and organize workload, communicate on status/challenges in completing tasks, and ability to multitask.
  • Able to act without guidance.
  • Demonstrate excellent judgment in managing tasks and making decisions.
  • Able to be present at the NYC office a minimum of three days as week but as needed to support local team and or visitors.
  • Demonstrates exceptional business etiquette and communication skills including polite and professional communication including via phone, e-mail, and mail.
  • Strong commercial acumen, including ability to negotiate rates (when procuring supplies/ equipment/ other services to support the office and/ or employees).
  • Strong typing and diary/calendar management skills.
  • Willing to take on tasks beyond the daily expectations of the role and get involved across all aspects of the business.
  • Proficiency in technology and databases/electronic record keeping; strong aptitude with Microsoft Office Suite.
  • Willing and able to cover reception duties from time to time.
  • Experience in dealing with highly private, confidential and sensitive material and information.
  • Accurate with a keen eye for detail.
Please note: the base salary range for this position is $70,000 - $90,000 annually.
This job description is to be used as a guide for accomplishing company and department objectives and is not intended and should not be construed to be an all-inclusive list of responsibilities, skills, efforts or expectations associated with a job. The management team reserves the right to modify, add or remove duties from jobs and to assign other duties as necessary.

About Us
FRA is a market leader in regulatory compliance, financial investigations, and data analytics. At FRA, we are regularly hired to provide expertise on some of the world's largest multi-jurisdictional investigations and compliance matters and are consistently recognized as a global market leader. 

FRA is an Equal Opportunity Employer (EOE). We will not unlawfully discriminate against any protected characteristics, or any other category protected under applicable legislation, federal law, state law or local law. In addition, if you need assistance or accommodation during the application process because of a disability, this is available upon request.


Job Tags

Full time, Local area, 3 days per week,

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