Office Administration and Reception Specialist

Areas of Interest:

Administrative Support, Facilities


New York, New York

Date Posted:


Job ID:


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Company Description:

William Blair is a premier global boutique with expertise in investment banking, investment management, and private wealth management. We are committed to building enduring relationships with our clients and providing expertise and solutions to meet their evolving needs. An independent and employee-owned firm, William Blair is headquartered in Chicago and, together with its strategic partners, operates in more than 20 offices worldwide

Job Summary & Responsibilities:

The Office Administration Specialist will work alongside an Office Administration Manager to serve as primary contacts in Workplace and Real Estate Management (WREM) for the firm's New York Office.  They will execute office administration services to meet the needs of New York employees and will serve as a contact person for office services questions, issues or special requests.  

Responsibilities may include but are not limited to:
  • Greeting external clients when they arrive and escorting them to meeting rooms or notifying the employees they are visiting of their arrival
  • Arrange for maintenance/repairs when needed, ensuring quick response and minimal disruption.
  • Serve as a contact for office services questions, issues or special requests.
  • Maintain relationships with local office management and employees to stay abreast of needs and employee satisfaction.  
  • Maintain relationships with external vendors, outsourcing firms and other office administration professionals
  • Build relationships with corporate WREM staff to stay abreast of corporate standards, trends and changes.  Leverage relationships to respond to local office services needs/requests when needed.   
  • Confirm meeting room and hospitality procedures are in place and being followed
  • Assist planning and coordinating occasional office wide events (holiday party, community engagement, Alliance Groups, Chase Corporate Challenge, etc.)
  • Monitor and program office keycards
  • Monitor and order office supplies


  • 1-2 years office administration experience required
  • Commits to satisfying internal and external customers
  • Good organizational, communication, and daily prioritization skills
  • Basic working knowledge of Microsoft office products
  • Excellent verbal and written communication skills
  • Proven problem solving and critical thinking skills
  • Willingness to adapt to change
  • Ability to work in a fast-paced environment
  • Strong time management and project management skills
  • Ability excel in a team environment
  • Bachelor’s Degree preferred

As a William Blair associate, you’ll enjoy Medical, Dental, Life and AD&D Insurance, along with a generous profit sharing program that includes a 401K plan in addition to a firm contribution. We also offer three weeks of vacation, flexible spending accounts, a business casual dress code, a 75% discounted commissions on trades, and discounts at restaurants, museums, parks and retailers.

William Blair is an equal opportunity employer. It complies with all laws and regulations that prohibit discrimination in employment practice because of race, color, religion, creed, ancestry, marital status, gender, age, national origin, sexual orientation, unfavorable discharge from the military service or on the basis of a physical or mental disability that is unrelated to the employee's ability to perform the duties of the job applied for.

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