To Apply for this Job Click Here
Our client is seeking a highly organized, proactive Executive Assistant / Office Manager to support senior investment professionals while overseeing day-to-day operations of the West Palm Beach office for a leading private equity firm. This is a blended executive support and office management role supporting multiple investment and finance professionals while serving as the primary onsite resource for office operations, hospitality, facilities coordination, and administrative execution. The ideal candidate is dependable, resourceful, and comfortable working in a smaller office environment where initiative, ownership, and strong service instincts are highly valued. Hours are generally 9:00am-5:00pm with flexibility to arrive earlier when meetings, catering, or office activity requires, and the role is fully onsite five days per week.
Key Responsibilities:
- Provide executive support to Managing Directors, Directors, Associates, Analysts, and finance professionals
- Manage calendars, meetings, and scheduling logistics for office leadership
- Coordinate domestic travel arrangements, including flights, hotels, ground transportation, and itineraries
- Process expense reports and administrative documentation
- Prepare PowerPoint presentations, Excel materials, and meeting-related documents
- Welcome visitors and provide high-level hospitality support during meetings and events
- Coordinate conference room setup, meeting logistics, and catering arrangements
- Serve as the primary office management resource for the West Palm Beach office
- Maintain office, kitchen, and supply inventory while coordinating vendor services
- Liaise with building management, service providers, and office vendors
- Manage incoming and outgoing mail, shipping, courier services, and office equipment needs
- Support special projects and provide additional administrative assistance as needed
Qualifications:
- Bachelor’s degree required
- 4-5+ years of Executive Assistant, Office Manager, Administrative Assistant, or related experience
- Financial services, private equity, investment management, or professional services experience preferred
- Strong calendar management and travel coordination skills
- Excellent hospitality instincts and client-facing professionalism
- Exceptional organizational abilities and attention to detail
- Strong Microsoft Office proficiency, including Outlook, Excel, PowerPoint, and Word
- Ability to work independently and comfortably in a quieter office environment
- Strong communication and relationship-building skills
- Resourceful, proactive mindset with strong ownership and follow-through
- Positive attitude, adaptability, and willingness to assist wherever needed
Compensation/Benefits:
- Up to $80K base salary + discretionary bonus
- Health insurance with highly subsidized employer-paid plan options
- 401(k) with employer match
- Fertility benefits
- PTO package
- Fully onsite schedule (5 days per week)
A1473306NY-Perm_1788876844