Viking Global Investors LP is a global investment firm founded in 1999. We manage more than $37 billion of capital for our investors across long/short, long-only, and liquid/illiquid strategies. We have approximately 280 employees and offices in Greenwich, New York, Hong Kong, London, and San Francisco.
LOCATION: Greenwich, CT (5 days per week in office)
JOB FUNCTION
The Flex Assistant will have the opportunity to provide administrative support to departments throughout the firm, including Reception and Facilities. This role will work on a team of three and report to the Office Manager in Connecticut.
Responsibilities may include but are not limited to:
Reception & Facilities:
- Partner with and provide back-up coverage for Reception and Facilities teammates.
- Answer and direct all incoming CT or NY calls on the main line number.
- Manage the CT conference room schedule.
- Greet guests and vendors; assist and direct them as needed.
- Manage catering orders, facilitate lunch deliveries, print meeting materials, and partner with IT to coordinate meeting setup.
- Liaise with building management for office maintenance requests.
- Receive and distribute all mail, parcel deliveries, and messenger services.
- Take inventory and re-stock office supplies and pantry items.
- Assist with vendor contact management.
Administrative Support:
- Collaborate with other assistants to provide general operations team support.
- Serve as a gatekeeper for professionals; partner with other assistants to maintain consistent back-up phone coverage during office hours.
- Prepare expense reports; maintain strong understanding of policies and meet submission deadlines.
- Extensive use of Outlook to schedule all meetings and conference calls, resolving conflicts as they arise.
- Manage professionals’ priorities throughout the day, prompt for meetings, calls, follow-up items. May include some personal administrative work.
- Manage domestic and international travel arrangements; prepare itineraries.
Special Projects:
- Manage office projects including the planning of employee events, maintaining key office vendor relationships, and ad hoc office management support.
- Assist with reports or presentations as required.
QUALIFICAITONS
The ideal candidate will have:
- Bachelor’s degree required.
- Knowledge of Microsoft Outlook, Word and Excel required.
- Some support experience preferred.
- Must have demonstrated customer service and strong organizational skills.
- Some experience in an office environment required.
The ideal candidate possesses the following traits:
- Self-motivated with a strong sense of urgency and proactive approach; ability to recognize and anticipate needs while managing and prioritizing multiple tasks.
- Cooperative team player with a can-do attitude; flexible and adaptable to the changing nature of the job.
- Extremely organized and meticulous about detail and accuracy; delivers highest quality work and service.
- Ability to function with a high level of patience, tact, and diplomacy.
Viking is an equal opportunity employer. Questions about your candidacy and requests for reasonable accommodation in the recruitment process should be directed to .
