Receptionist + HR Assistant

Job Title: Receptionist & HR Assistant

Location: NY HQ

Reports To: HR Manager

Schedule: Monday–Friday | 8:30 AM–5:00 PM

Position Overview

We are seeking a polished, proactive, and highly organized Receptionist & HR Assistant to join our team. This role is ideal for someone who thrives in a fast-paced fashion environment and enjoys balancing front-facing hospitality with behind-the-scenes operational and HR support.

As the first point of contact for our office, you will create an elevated guest experience while also supporting Human Resources, executive leadership, and daily office operations. Success in this role requires professionalism, attention to detail, discretion, and a willingness to take ownership of both large and small tasks.

Key Responsibilities

Reception & Front Office Operations

• Serve as the face of the office by welcoming guests, candidates, vendors, and clients with professionalism and warmth.
• Manage the visitor management system, including guest check-in procedures and visitor access.
• Oversee conference room scheduling and ensure meeting spaces are organized and presentation-ready.
• Maintain and regularly update the corporate employee directory and office phone system listings.
• Collect, sort, and distribute incoming mail and coordinate outgoing shipments/deliveries.
• Create, issue, and track building access IDs for temporary staff and current employees.
• Maintain overall office organization, appearance, and daily readiness.
• Manage office inventory and place supply orders through approved vendors/platforms (including Order.co).
• Ensure kitchen, pantry, and common areas remain stocked and organized.
• Assist with seasonal market appointments by ordering food, greeting guests, coordinating office setup, and supporting overall logistics.
• Support office-wide operational needs and special projects as assigned.

Human Resources Support

• Maintain HR files and employee documentation with a high degree of accuracy and confidentiality.
• Support the HR Manager with employee recordkeeping, administrative tasks, and departmental organization.
• Assist in managing GWP inventory and other HR-related materials.
• Process invoices, billing, and departmental expenses for HR.
• Track department budgets and maintain accurate expense records.
• Manage CEO monthly expense reporting and related documentation.

Executive Support

• Manage and maintain the CEO’s calendar.
• Coordinate scheduling needs and provide administrative support as required.

Qualifications

• 1–3 years of experience in reception, office administration, HR support, or executive assistance preferred.
• Strong organizational skills with the ability to manage multiple priorities efficiently.
• Excellent verbal and written communication skills.
• High level of discretion when handling confidential employee and business information.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word); experience with HRIS systems, visitor management tools, and expense platforms is a plus.
• Professional presence with a hospitality-driven mindset.
• Resourceful, dependable, and comfortable working in a fast-paced environment.