OVERVIEW:
The D. E. Shaw group seeks a receptionist to join its office administration team. This team is responsible for creating a welcoming and professional environment for staff and visitors, while supporting the smooth operation of the office. The role offers the opportunity to be the primary front-of-house presence and contribute to a collaborative and collegial workplace.
WHAT YOU'LL DO DAY-TO-DAY:
- Serve as the main point of contact at the front desk by greeting guests, clients, and candidates, answering and directing calls, and managing incoming and outgoing mail and packages.
- Oversee meeting room scheduling and readiness, prepare refreshments, and help host visitors.
- Maintain pantry supplies and snacks, and ensure common areas—including the lounge, wellness room, and visitor desks—are clean and presentable, along with general facility upkeep as needed.
- Provide administrative support, including assisting with expense claims, preparing documents and meeting materials, and coordinating team travel logistics.
- Liaise with building management and vendors on office maintenance, coordinate access and onboarding for new joiners and visitors, and help organize office events and social activities.
WHAT WE'RE LOOKING FOR:
- At least three years of experience in a front-desk, receptionist, administrative, or customer-facing role.
- A warm and professional demeanor, excellent communication skills, and a genuine interest in people-facing work.
- Familiarity with Microsoft Outlook, Word, and Excel, along with curiosity about—and willingness to experiment with—emerging AI tooling.
- Keen organizational skills, attention to detail, and a positive, hands-on approach to a wide range of tasks as the office grows and responsibilities evolve.
- Maturity and discretion in handling sensitive information and high-profile visitors.
- Background in hospitality, private banking, law firm, or professional services is a plus, as is prior experience supporting teams with travel, expenses, or scheduling.
- Proficiency in Mandarin is preferred, as the role involves interacting with regional Mandarin-speaking colleagues and stakeholders.
