Administrative Assistant Office Manager

Position Overview

We are seeking an exceptional Executive Assistant/Office Manager to support our New York office. The ideal candidate will be highly organized, proactive, and detail-oriented, with a focus on efficiency and precision. This role is critical in maintaining the operational excellence that enables our investment team to focus on generating world-class returns.

Key Responsibilities

Office Management

-      Oversee daily operations of our NYC office, ensuring a professional and productive environment.

-      Manage vendor relationships including cleaning staff, caterers, and IT support.

-      Handle office supply inventory, stocking, and procurement.

-      Coordinate with building management on facility matters.

-      Support IT infrastructure needs and troubleshooting.

-      Maintain a very professional, clean, organized office environment.

Operations Support

-      Work closely with COO on expense management, reporting and other administrative duties.

-      Process expense reports and maintain accurate records.

-      Assist with basic accounting tasks and documentation.

-      Be the first person to greet all guests and address all their needs before the rest of the team meets them.

-      When needed, facilitate coordination of schedules for meeting planning.

-      Ensure confidentiality and proper filing of sensitive information (e.g. NDAs, financial statements).

Investor Relations Support

-      Work closely with the IR team to support their efforts.

-      Facilitate data entry into the CRM.

-      Extract and distribute reports from the CRM.

-      Assist in the editing of all marketing collateral.

Human Resources Support

-      Coordinate recruiting processes, including interview scheduling and candidate communication.

-      Execute thorough onboarding and offboarding procedures.

-      Assist with benefits administration and queries.

Events & Special Projects

-      Plan and execute team events including periodic offsites, client meetings, and holiday celebrations.

-      Manage special projects as assigned by leadership.

-      Support team-building initiatives that reinforce our culture.

Travel Coordination

-      Arrange complex travel itineraries for full team.

-      Manage all team’s expense reporting and reconciliation.

-      Coordinate logistics for business meetings and conferences.

Investment Team Support

-      Collate and summarize research reports for the team.

Qualifications

-      Bachelor's degree required.

-      Greater than 5 years of relevant experience in financial services or investment management.

-      Exceptional organizational and time management skills.

-      Strong proficiency in Microsoft Office Suite.

-      Detail-oriented with outstanding follow-through.

-      Excellent written and verbal communication skills.

-      Ability to maintain strict confidentiality.

-      Professional demeanor and strong interpersonal skills.

-      Problem-solving mindset with ability to anticipate needs.

Personal Characteristics

-      High integrity and strong work ethic.

-      Proactive and solutions-oriented approach.

-      Ability to work effectively in a fast-paced environment.

-      Excellent judgment and discretion.

-      Team player mentality with positive attitude.

-      Commitment to continuous improvement.

-      Entrepreneurial mindset with ability to work autonomously.

Work Environment

-      Full-time position based in New York City.

-      In-office presence required 5 days per week.

-      Fast-paced, professional investment office environment.

-      Occasional early morning or evening hours may be required.

-      Some flexibility needed for special events and projects.

What We Offer

-      Competitive compensation package.

-      Comprehensive benefits including health, dental, and vision insurance.

-      401(k) plan.

-      Dynamic, high-performance culture.

-      Opportunity to join a growing business at an early stage and play a key part in its development.