Receptionist/Administrative Assistant

About Baron Capital

Baron Capital is a leading asset management firm founded in 1982. We believe that hiring, retaining, and nurturing talented individuals who share our passion for excellence, integrity, and innovation is the key to our success. This means creating a welcoming, inclusive, and inspiring environment for all, as well as providing the resources and support our employees need to succeed. We take pride in our exceptionally low turnover and consider it a testament to our culture of collaboration and open communication. If you are looking for a career where you are part of a dynamic team where you can truly make a difference, we invite you to consider joining us.

About the Role

As the receptionist, you are the initial point of contact for team members and visitors, creating a welcoming, and service-oriented atmosphere that enhances Baron Capital’s community. You will manage the flow of visitors, ensure accurate and timely completion of receptionist tasks, and supporting administrative duties. The candidate should have an excellent work ethic grounded in discretion and confidentiality. They should also be ready to assist in any situation or team as needed.

Please note, a minimum of two years of experience at Baron Capital is typically required before being considered for a promotion.

Key Responsibilities

Responsibilities include, but are not limited to:

Receptionist:

• Answer incoming calls and direct callers to the appropriate employees.
• Greet and guide visitors to conference rooms and inform the appropriate employee of their arrival in a timely manner.
• Manage conference room schedule, approving and organizing meetings to ensure there are no conflicts.
• Assist executive assistants in arranging and setting up catered meetings.
• Manage the firm’s Seamless account, including researching and creating options for the daily lunch selection, manage lunch deliveries, and resolve incorrect or missing orders.
• Prepare coffee every morning and replenish throughout the day; offer coffee, water, or other refreshments to visitors.
• Notify the facilities manager when kitchen supplies need to be replenished.
• Uphold security protocols to control visitor access.
• Ensure the reception area remains clean, keep marketing material stocked, and maintain a professional office atmosphere.
• Maintain conference rooms by arranging chairs, tidying tables, and rooms are set at a comfortable temperature.

Administrative Assistant:

• Provide back up support to the Chief Operating Officer with tasks such as answering phone calls, scheduling appointments, ordering catering, coordinating with other assistants, and submitting and reconciling expense reports.
• Human Resources and Workplace Operations Department:
  • Support employee engagement programs:
  • Arrange monthly birthday treats and announcements for all employees.
  • Update the Firm’s intranet content, including creating and repurposing content to refresh and drive increased engagement to the site.
  • Assist with the onboarding of new hires.
  • Aid the Facilities Manager with clerical tasks and help manage cleaning staff, including managing timesheets.
• Marketing Department:
  • Support the Marketing team in prep work for the Annual Baron Conference:
    • Assist clients in registering leading up to the conference and answer customer service questions.
    • Provide on-site support for the day of the conference.
  • Assist in preparing and processing bulk mailings and firm projects.
• Client Service Department:
  • Respond to shareholder inquiries and assist the client services team.

Qualifications

Education and Experience:

• Bachelor’s Degree required.
• 0-2 years of corporate experience.
• Spanish-speaking is a plus.

Knowledge:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Familiarity with Canva is preferred.
• Spanish is preferred.

Skills and Abilities:

• Demonstrates pride in work and in achievements; is conscientious and efficient in meeting commitments, observing deadlines, and achieving results.
• Exhibits persistence and composure when facing challenges or stressful situations.
• Highly motivated, positive, results-oriented self-starter with good work ethic.
• Attention to detail, excellent listening skills, and follow up abilities.
• Demonstrates clear and effective verbal and written communication, actively seeking clarification if necessary.

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