Executive Assistant/Office Manager at a Small Investment Firm in Midtown

New York, NY

Our client, a small investment firm in Midtown Manhattan, is looking to hire a highly organized and dependable Executive Assistant & Office Manager to support a four-person team and oversee the day-to-day operations of the office. This individual will serve as the central point person for the firm, managing calendars and meetings, coordinating documents and expenses, overseeing vendors and office operations and ensuring that important details and follow-ups do not fall through the cracks. The successful candidate will be proactive, resourceful and discreet, with excellent follow-through, sound judgment and a willingness to take ownership in a small, collaborative environment. This is a fantastic opportunity for someone who enjoys being the person everyone counts on and is looking for a role with significant independence, consistent hours and no layers of management! This role is on-site, 5 days/week at their office in Midtown Manhattan.

RESPONSIBILITIES

Manage calendars, meetings and scheduling for four team members, including coordination with portfolio companies, outside investors, boards and counsel
Coordinate meeting logistics, including invitations, video links, conference rooms, rescheduling, guest arrivals and technology setup
Manage documents and signatures, including compliance packets, engagement letters, vendor contracts and fee-related paperwork
Route documents to appropriate parties, track outstanding signatures and ensure timely follow-through with outside accountants and counsel
Coordinate monthly corporate card reconciliation with the outside finance team, including receipts, expense reports and payment follow-ups
Oversee day-to-day office operations, including building and facilities matters, cleaning, IT and phone vendors, insurance certificates, software administration and supplies
Manage logistics and administrative needs related to outside boards and a family foundation, including meetings, questionnaires, RSVPs and paperwork
Serve as backup to the Personal Assistant as needed, assisting with reservations, appointments, errands, vendor follow-ups and changes to travel arrangements
Maintain organized and accurate records to ensure seamless handoffs between office and household-related responsibilities
Utilize AI tools for routine scheduling, reminders, research and administrative tasks, while reviewing outputs for accuracy and exercising judgment when needed
Identify issues proactively, communicate concerns early and take ownership of resolving problems
Handle sensitive financial and personal information with the highest level of discretion and confidentiality
Serve as a reliable and consistent presence in the office, ensuring day-to-day operations run smoothly

REQUIREMENTS

Prior Executive Assistant experience is not required; candidates from a variety of professional and personal backgrounds are encouraged to apply
Exceptional organizational skills with strong attention to detail and follow-through
Highly dependable, proactive and comfortable taking ownership of responsibilities
Ability to manage multiple priorities and support several individuals simultaneously
Strong written and verbal communication skills
Resourceful and solutions-focused, with the ability to identify and address issues before they escalate
Comfortable working independently in a small office environment with minimal bureaucracy or management layers
High level of discretion and ability to handle confidential financial and personal information with integrity
Willingness to learn and utilize AI tools for administrative tasks; prior AI experience is not required and training will be provided
Experience managing competing responsibilities in professional, academic, caregiving, hospitality, household, volunteer or small business environments is valued
Accountable and transparent, with a willingness to acknowledge mistakes and resolve them quickly
A flexible, positive and hands-on approach to the role is a must!

SALARY
$80,000–$100,000 (DOE) + Bonus + Comprehensive Benefits, including health insurance, 401(k) with match, 15 vacation days, 10 sick days and paid holidays

HOURS
On-site – 5 days/week in Midtown Manhattan; Monday–Friday, 9:00am–5:00pm