Receptionist/Administrative Assistant

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 support 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.
• Greeting and guiding 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, managing lunch deliveries, and resolving 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, keeps marketing materials stocked, and maintains a professional office atmosphere.
• Maintain conference rooms by arranging chairs, tidying tables, and rooms are set at a comfortable temperature.
• Coordinate and arrange catering for quarterly Board meetings

Administrative Assistant:

• Human Resources and Workplace Operations Department:
  • Assist with coordinating employee engagement events, volunteer activities, wellness initiatives, and firm-wide celebrations.
  • Support the administration of employee recognition programs.
  • Coordinate new hire welcome packets and onboarding logistics.
  • Help maintain HR and facilities tracking reports, databases, and organizational charts.
• Internal Communications & Intranet:
  • Create and publish employee announcements, firm updates, and intranet content.
  • Assist with maintaining the employee intranet, including updating pages, uploading content, and monitoring engagement.
  • Support the development of internal newsletters and employee communications.
• Support the Marketing team for the Annual Baron Investment Conference:
  • Field in-bound calls from shareholders and clients, answer questions or direct inquiries to the appropriate team.
  • Provide on-site support for the day of the conference.
• Professional Development & Cross-Functional Exposure:
  • Serve as a liaison to various departments to identify opportunities for administrative and project support.
  • Partner with department leaders on quarterly projects to gain exposure to different areas of the business.
  • Take ownership of special projects that align with business needs and individual career development goals.
•  Office & Vendor Management:
  • Support relationships with office vendors and service providers.
  • Coordinate maintenance requests and follow up on office-related issues.

Qualifications

Education and Experience:

• Bachelor’s Degree required.
• 0-2 years of corporate experience.

Knowledge:

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