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Our client, a private equity firm, is seeking a Temporary to Permanent Executive Assistant/Office Manager to join their NYC team. This position will be in person 5 days/week to start then shift to 4 days in person, 1 day remote. Hours are 9:00am-5:00pm.
Responsibilities:
- Manage complex calendars, scheduling meetings and calls while anticipating conflicts and ensuring efficiency.
- Coordinate extensive travel logistics for the General Partner and Vice President.
- Support teams with travel and administrative needs as required.
- Manage on-site meetings and events, ensuring smooth execution from planning to completion (meals, materials, logistics).
- Assist other investment team members as needed for in-person meetings.
- Process monthly credit card reconciliation and expense reports.
- Handle miscellaneous administrative tasks, including document management, securing signatures, and general office support.
- Serve as the first point of contact-greet guests and manage incoming calls with professionalism.
- Maintain a clean, organized, and welcoming office environment.
- Manage mail, deliveries, and office equipment to ensure smooth operations.
- Develop and implement office procedures (e.g., visitor protocols, food delivery policies, and site operations).
- Manage building access cards and relationships with office vendors, coordinating maintenance as needed.
- Monitor office supplies, snacks and beverages, placing orders and tracking inventory levels.
- Organize team events, offsites, and office celebrations to foster a positive and engaging workplace.
- Support company-wide events such as board meetings and annual meetings, managing logistics, catering, and space setup.
Qualifications:
- 5-8+ years as an Executive Assistant supporting C-level leaders, with proven success in high-pressure environments.
- Customer-Service Focused: providing white glove treatment for both internal and external customers.
- Highly Organized & Detail-Oriented: You anticipate needs, prioritize effectively, and execute flawlessly.
- Tech-Savvy: Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfortable troubleshooting basic office technology.
- Exceptional Communicator: Strong verbal and written communication skills with a keen ability to interact across all levels of the organization.
- Solutions-Oriented & Resourceful: A proactive problem-solver who takes initiative and thrives in a fast-paced setting.
- Adaptable & Positive: You bring a can-do attitude, remain composed under pressure, and embrace change with enthusiasm.
- Trustworthy & Discreet: You handle confidential information with the highest level of integrity.
Compensation/benefits:
- $100-125K base + bonus
- Competitive benefits package including 401K + profit sharing
A1419576NY-Temp_1748891683