Office Assistant

With offices in Europe, North America and APAC, ARCHIMED is a leading investment firm focused exclusively on healthcare industries. Its mix of operational, medical, scientific and financial expertise allows ARCHIMED to serve as both a strategic and financial partner to healthcare businesses. Prioritized areas of focus include Biopharma Products, Consumer Health, Healthcare IT, In Vitro Diagnostics, Life Science Tools & Biologic Services, MedTech, and Pharma Services. ARCHIMED helps partners internationalize, acquire, innovate and expand their products and services.

We are looking to hire an Office Assistant to join our New York City team. The hours are 8:30am-5:30pm (flex needed), and this role requires someone to be on-site 5 days per week.

The Office Assistant will ensure the smooth running of the NYC office by supporting and helping to deliver all administrative and logistical tasks within the office.  

 Responsibilities:

Office Management & Administration

• Ensure a qualitative reception of customers, employees, and service providers. Provide office guests with a hospitable experience by greeting and welcoming all guests.
• Manage guest access.
• Works with the Office Manager to ensure the effective management of contracts and relationships with relevant US suppliers, to include the office building, corporate hotels, office supply providers, cleaners, etc.
• Manages all mail and deliveries (i.e., USPS, UPS, FedEx, etc.) by sorting, distributing, and posting mail and packages as needed.
• Ensures sufficient office / pantry supplies at all times and keeps both tidy and organized throughout the day. Manage inventory.
• Maintains tidiness and overall aesthetics of the NY office. Ensures the kitchen and all meeting rooms are always clean and presentable during the day.
• Prepares office for client meetings (i.e., schedule meetings, prepare conference rooms, etc.).
• Helps to build team cohesion by supporting the NY team with the organization of social events, at the direction of the Office Manager and other relevant team members. 
• At the direction of the Office Manager, undertakes tasks to ensure compliance with all legal office requirements, to include (but not limited to) workplace safety (i.e., OSHA) and fire safety requirements.

Travel & Administration Coordination

• Support Executive Assistants to book travel and accommodation for Partners and team members when required.
• Support Office Manager with monthly expense reports.
• Support hospitality requests and help manage the company apartment (bookings, cleaners, general maintenance).
• Provide general office administrative support.
• Handle special projects and other duties as assigned. 

Requirements

Experience

• Bachelor’s degree preferred
• 1-2 years of related administrative experience in a fast-paced corporate environment
• Proficiency in Microsoft Office

Skills

• Excellent organizational skills with the ability to help create order and manage processes in a process-light environment
• Strong multi-tasking and prioritization skills with an excellent attention to detail
• Strong communication skills, both written and verbal
• Proactive, able to take initiative and proactively seek information needed to complete tasks
• Trustworthy, able to be trusted with confidential information
• “No task is too small” mentality
• Must possess a mature and professional demeanor
• Must be able to lift 50 pounds

Benefits

• Annual bonus opportunity
• Fully subsidized health benefits
• 25 days of vacation per year (not inclusive of holidays)