Executive Assistant/ Office Manager

Key Responsibilities:

• Provide high-level executive support, managing a variety of professional and personal administrative responsibilities.
• Coordinate and prioritize executive requests, helping streamline day-to-day activities and maximize productivity.
• Manage calendars, appointments, reminders, and scheduling needs for executive leadership.
• Handle personal and business-related projects, research tasks, event planning, and special assignments with a high degree of ownership.
• Assist with personal arrangements, reservations, event coordination, and time-sensitive requests as needed.
• Answer and direct incoming phone calls while serving as a professional point of contact for the firm.
• Serve as the first point of contact for visitors, clients, vendors, and delivery personnel.
• Manage day-to-day office operations to ensure the workplace remains organized, efficient, and fully functional.
• Coordinate vendor relationships, building management communications, office services, and delivery logistics.
• Monitor and replenish office, kitchen, and workplace supplies while maintaining inventory levels.
• Manage the company lunch program, coordinating daily meal orders from start to finish and ensuring a positive employee experience.
• Maintain conference rooms, common areas, and shared office spaces to support a professional work environment.
• Assist with the preparation and coordination of team events, employee celebrations, outings, and office gatherings.
• Provide administrative support to departments including Operations, Finance, and Human Resources as needed.
• Draft, edit, and distribute correspondence, documents, reports, and presentations.
• Maintain confidentiality when handling sensitive company, employee, and executive information.
• Support the implementation of new processes and procedures that improve organizational efficiency.
• Proactively identify issues, anticipate leadership needs, and resolve challenges before they become problems.
• Manage multiple priorities simultaneously while maintaining exceptional attention to detail and follow-through.
• Assist with additional administrative, office management, and executive support projects as assigned.

Qualifications:

• Minimum of 3 years of experience supporting executives, office operations, or administrative functions in a professional environment.
• Experience supporting senior leaders, executives, business owners, or high-level stakeholders preferred.
• Previous experience within financial services, investment management, hedge funds, trading environments, or other professional services organizations is a plus.
• Strong organizational and time management skills with the ability to manage multiple priorities effectively.
• Excellent verbal and written communication skills.
• High level of professionalism, discretion, and ability to handle confidential information.
• Ability to work independently while maintaining strong collaboration with leadership and team members.
• Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel.
• Strong problem-solving skills and the ability to adapt quickly to changing priorities.
• Ability to take ownership of projects and drive tasks through completion with minimal supervision.
• Kind, approachable, and service-oriented personality with a willingness to support team members at all levels.
• Confident and professional presence with the ability to communicate effectively and set appropriate boundaries when necessary.
• Demonstrated ability to manage competing priorities while maintaining attention to detail and accuracy.
• Strong follow-through, resourcefulness, and willingness to take on new responsibilities as the role evolves.
• Associate’s or Bachelor’s degree preferred, or an equivalent combination of education and relevant experience.