Office Coordinator/Executive Assistant

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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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