Office Assistant (Part Time)

Office Assistant - Part Time 24 hours weekly

What makes Us, Us

Join some of the most innovative thinkers in FinTech as we lead the evolution of financial technology. If you are an innovative, curious, collaborative person who embraces challenges and wants to grow, learn and pursue outcomes with our prestigious financial clients, say Hello to SimCorp!

At its foundation, SimCorp is guided by our values — caring, customer success-driven, collaborative, curious, and courageous. Our people-centered organization focuses on skills development, relationship building, and client success. We take pride in cultivating an environment where all team members can grow, feel heard, valued, and empowered. If you like what we’re saying, keep reading!

About the Role:

The Global Workspace Experience team is responsible for the office facility, front of house, events and ensuring a smooth operation of the SimCorp New York workplace.

The Office Assistant's main scope is to ensure that the office operates efficiently, and all the employees are cared for in terms of the comfortable and welcoming office, as well as engaging social activities/integration events that both Global Workspace Experience and Social team will organize and oversee. 

To be successful in this role, you should be proactive, conscious of deadlines and communicate effectively, also fluently in English. Working hours 24 hours per week, 8 hours a day between 8am-5.30pm Tuesday-Thursday, with some flexibility working. 

What You Will Be Responsible For

Office environment:

• Ensure the office environment operates efficiently; reception and office areas are welcoming for the employees and guests
• Oversee office equipment and facilities to ensure a safe environment
• Optimising office space by monitoring space utilisation and adjusting layouts as necessary
• Monitor conference room calendars and answer reception calls for all Amercias offices

Facility:

• Manage and issue security passes for office, building and fitness center
• Consult with building management, e.g., maintenance requests, security, request ESG reporting information.
• Maintenance: organise pre-planned and reactive maintenance
• Help to manage vendor relations - agreements, renewal dates, negotiations with office suppliers.

• Function as liaison for third parties, suppliers, and vendors including water and coffee machines, cleaning, access control provider, etc.

• Ensuring cost excellence in provision of all services, cost analysis and reporting
• Responsible for office Health & Safety:

• Participate in and help to organise H&S drills, workshops, etc.
• Organizing training for First Aiders / Fire Wardens and ensuring that training records are kept up to date and that there are sufficient trained staff members available to ensure compliance with local legislation
• Ensuring health and safety related equipment (fire extinguishers and first aid supplies) adheres to compliance by ensuring it is maintained, in date, restocked and functioning

• Involvement in ongoing property strategy- including recording office utilisation information and monitoring visitor statistics, meeting rooms capacity etc.

Administrative:

• Help to maintain, update and initiate new office policies and procedures
• Updating office information guide, floorplans and SharePoint documentation

• Addressing ad hoc tasks or issues as they arise, first contact person for employees
• Check kitchen facilities on a regular basis, maintain coffee and cold brew machines, order and replenish snacks, stock as and when necessary
• Carry out visual checks of the office equipment i.e. printers, appliances, etc.

• Process supplier invoices in relation to office supplies, postage machine, couriers, etc.
• Monitoring orders of supplies, e.g., fruit, kitchen snacks, coffee etc., office materials, printer toners, batteries etc.
• Manage travel arrangements, be "super user" and local support person for the online travel booking system

• Ordering additional services e.g. lunches for different teams, external meeting rooms including setting up meeting rooms and training sessions

• Prepare post including USPS, special delivery, international and domestic couriers i.e. FedEx, UPS, etc.

• Monitoring incoming and outgoing correspondence, ensuring its reliable circulation

People & Culture

• Onboarding new colleagues: welcoming, issuing access cards and company banded items, office Health and Safety induction (including evacuation procedure), sharing office guide and general information

Events & Social

• Supporting global events (working closely with Office Managers and Workspace Experience teams from other locations) including but not limited to wellbeing events, volunteering, fundraising, etc.
• Organise gifts/certificates for staff anniversaries; jubilees; farewells, birthdays and Christmas
• Plan and organize in-house or off-site activities (team buildings, monthly breakfast meetings, restaurant bookings, social events)
• Coordinate initiatives aimed at increasing the social networking in terms of both activities and taking care of the SharePoint dedicated space

In addition to daily office responsibilities, this positions participates in the ad hoc projects and collaborate closely with Office Managers when new ideas/initiatives occur.

What We Value

As our preferred candidate you have:

• 1+ years of office management or similar administrative experience is desirable, with a willingness to take initiative and support hands-on office needs
• Skilled at managing multiple tasks, deadlines, and priorities
• Adaptable and proactive mindset, able to anticipate needs and take initiative to solve problems
• Friendly and service-oriented, comfortable interacting with employees (domestically and internationally), vendors, and building management in addition to creating a welcoming environment for employees and guests
• Strong verbal and written communication skills - fluent in English
• Attention to detail ensuring accuracy in administrative tasks and compliance requirements
• Event coordination experience is a plus, with the ability to plan and execute engaging social and corporate events
• Comfortable with office systems like MS Office and MS Teams, travel booking platforms, and SharePoint
• Health & Safety knowledge of compliance standards and emergency procedures
• Flexibility with varied tasks and occasional schedule adjustments
• High level of discretion, confidentiality, and professionalism
• On-site attendance in the NYC office 3x per week

For New York City only: This is an hourly position, 24 hours weekly. The salary range for this position is $26.00 - 33.00 USD hourly.

Next Step

Please send us your application in English via our career site as soon as possible, we process incoming applications continually. At SimCorp, we recognize that bias can unintentionally occur in the recruitment process. To uphold fairness and equal opportunities for all applicants, we kindly ask you to exclude personal data such as photo, age, or any non-professional information from your application. Thank you for aiding us in our endeavor to mitigate biases in our recruitment process.

If you would like to know more about the job, please contact Magdalena Nowakowska, Senior Manager Global Talent Acquisition at magdalena.nowakowska@simcorp.com If you are interested in being a part of SimCorp but are not sure this role is suitable, submit your CV anyway. SimCorp is on an exciting growth journey, and our Talent Acquisition Team is ready to assist you discover the right role for you. The approximate time to consider your CV is three weeks.

We are eager to continually improve our talent acquisition process and make everyone’s experience positive and valuable. Therefore, during the process we will ask you to provide your feedback, which is highly appreciated.

SimCorp welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process.

Who We Are

For over 50 years, we have worked closely with investment and asset managers to become the world’s leading provider of integrated investment management solutions. We are 3,000+ colleagues with a broad range of nationalities, educations, professional experiences, ages, and backgrounds in general.

SimCorp is an independent subsidiary of the Deutsche Börse Group. Following the recent merger with Axioma, we leverage the combined strength of our brands to provide an industry-leading, full, front-to-back offering for our clients.

SimCorp is an equal-opportunity employer. We are committed to building a culture where diverse perspectives and expertise are integrated into our everyday work. We believe in the continual growth and development of our employees, so that we can provide best-in-class solutions to our clients.

Please note: Only applications sent through our system will be processed.

#Li-Hybrid