Administrative Assistant / Office Receptionist
Location: New York City
Type: Full-time
Team: Firm Operations
About the Role
Rodman & Renshaw LLC (“Rodman") is a full-service Investment Bank based in New York City. With over 70 years of heritage serving the middle market, Rodman is committed to fostering the long-term success of growth companies through strategic capital raising, investment banking, equity research and corporate access, all powered by our technologically driven electronic Equity Capital Markets (eECM) platform, StockBlock.
We’re hiring a highly organized, resourceful Executive Assistant to keep our New York office running smoothly and to support senior leadership at a fast-moving boutique investment bank. You will be the first point of contact for visitors, clients, and team members, creating a welcoming and efficient atmosphere. As Administrative Assistant / Office Receptionist, you will manage day-to-day office operations, complex calendars and travel, expense/reporting workflows, and assist in the new-hire onboarding process—freeing the team to focus on clients and transactions.
The role is based in our Midtown Manhattan office and on-site five days per week.
Responsibilities
· Front Desk Excellence:
o Be the friendly face of Rodman, warmly welcoming guests, clients, and team members, and directing them to the appropriate areas within the office.
· Office & Facilities
o Maintain an orderly office: manage work orders/vendor coordination (building, IT, cleaners), office supply inventory, mail/shipping, and filing (digital and physical).
o Keep shared spaces presentation-ready (conference rooms, reception, kitchen) and oversee visitor access, badges, and guest Wi‑Fi.
o Track office contracts/renewals (copiers, internet, shredding) and monitor costs.
· Scheduling & Calendars
o Own complex calendars for senior team members.
o Maintain the office master calendar (holidays, earnings blackout windows, major conferences, recurring team meetings).
· Travel & Logistics
o Book domestic/international travel (flights, hotels, car service).
o Create detailed itineraries with holds, confirmations, and backup options; coordinate time-zone and passport/visa needs.
· Expenses & Reporting
o Prepare and submit expense reports for senior team members.
o Maintain logs for vendor invoices, subscriptions, and office expenses.
· People Ops & Onboarding
o Coordinate new-hire onboarding paperwork, account setup requests (email, calendar, shared drives, CRM access), and welcome kits.
o Maintain org charts, distribution lists, and seating plans.
· Executive Support & Projects
o Help plan internal/external events (client meetings, teach-ins, conferences): venues, catering, A/V, guest tracking, materials.
· Compliance & Records
o Handle sensitive information with strict discretion; follow firm policies for records retention and confidentiality.
o Coordinate signatures and document execution via DocuSign/Adobe; maintain organized digital filing in shared drives.
Preferred Qualifications
· Event planning experience (venues, vendors, agendas, attendee communications).
· Tools: Strong proficiency with Microsoft 365, Zoom/Teams, expense platforms (Concur/Expensify), DocuSign/Adobe, and shared drives. CRM familiarity (Salesforce/HubSpot) a plus.
· Exposure to financial firm workflows (NDAs, roadshows, conference calendars).
Basic Qualifications
· Experience: 2–5 years in an EA/office manager role supporting senior leaders; financial-services or professional-services environment preferred.
· Basic spreadsheet/reporting comfort (expense tracking, vendor lists, office KPIs).
· Detail-Oriented Execution: Owning high-touch / high-visibility processes with innate desire for follow-through and the ability to juggle shifting priorities under tight deadlines.
· Communication: Clear, concise writing; professional, polished client-facing demeanor.
· Judgment: High discretion, confidentiality, and problem-solving mindset; anticipates needs and escalates thoughtfully.
· Availability: Comfortable supporting leaders on market hours and occasional early/late scheduling during peak periods.
How to Apply: Email careers@rodm.com with your updated resume.
Compensation range: Annual base salary range: $35,000 – $50,000. Actual base pay will depend on experience, licensing, and coverage. Total compensation may include a performance-based bonus and a comprehensive benefits package.
EEO Statement: We’re an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employee
