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Our client is seeking a highly organized, polished Executive Assistant/Office Coordinator to support a team of senior investment professionals within a leading outsourced investment office. This is a blended Executive Assistant and Office Coordinator role that combines high‑touch executive support with reception, office operations, and client hospitality responsibilities. The ideal candidate is proactive, detail‑oriented, and thrives in a fast‑paced, client‑facing environment where flexibility and professionalism are key. Hours are generally 9:00am-5:30pm with occasional flexibility for earlier starts or later coverage, and the role is fully onsite five days per week.
Key Responsibilities:
- Provide executive support to senior team members, including calendar management and scheduling
- Coordinate domestic and international travel, including flights, hotels, transportation, and itineraries
- Process expenses and administrative workflows for supported executives
- Serve as a key point of contact for visitors, clients, and vendors entering the office
- Manage reception responsibilities, including incoming calls, mail, packages, and visitor logistics
- Coordinate conference rooms, catering, meeting setup, and hospitality needs
- Maintain office organization, kitchen supplies, and shared office spaces
- Support office operations including vendor coordination, facilities requests, and building management communication
- Assist with onboarding logistics, office events, and special projects
- Partner closely with the Office Manager and broader administrative team to ensure seamless office operations
Qualifications:
- 3+ years of Executive Assistant, Office Coordinator, Reception, or administrative experience
- Bachelor’s degree required (flexible for exceptional candidates)
- Financial services or professional services experience preferred
- Strong calendar management and travel coordination experience
- Excellent organizational skills and attention to detail
- Strong written and verbal communication skills
- Professional, polished, and client‑facing demeanor
- Ability to multitask and adapt in a fast‑paced environment
- Strong customer service mindset with hospitality instincts
- High level of discretion and sound judgment
- Proficiency in Microsoft Office Suite
Compensation/Benefits:
- Up to $110K-$120K base salary + paid overtime + discretionary bonus
- Medical, dental, and vision insurance
- 401(k) with employer match
- Generous PTO package
- Commuter benefits
- Short‑ and long‑term disability coverage
- Life insurance and flexible spending accounts
- Volunteer day and charitable giving initiatives
- Wellness programs, social events, and employee committees
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