Executive Assistant Office Manager (4 WEEKS PAID VACATION)
csuite assistantsBrooklyn (NY)
Executive Assistant Office Manager (4 WEEKS PAID VACATION)
Posted 14 days ago
csuite assistantsBrooklyn (NY)
Executive Secretaries and Executive Administrative AssistantsCorporate, Subsidiary, and Regional Managing Offices
SENIORITY
Senior
About the role
A hedge fund is looking for an Executive Assistant/Office Manager to support 2 executives and 1 analyst. The firm is located in the Flatiron District. There are no phones to answer. Employees use cell phones. The role is in-office except for Summer Fridays (remote) and the last 2 weeks in August remote. The firm provides AI training. The office has a tight-knit collaborative culture and is scaling up. Looking for a team player with a positive outlook.
About the Job:
- Manage and coordinate complex calendars for 2-3 executives + 1 investment analyst
- Assist with meeting setups, including confirming locations and ensuring relevant materials are prepared.
- Ensure travel details are added to calendars, and all necessary logistics are in place.
- Develop relationships with the Analysts and office staff to ensure quick and efficient execution of tasks. Take initiative in building team morale and supporting office needs
- Assist with expense reconciliation
- Manage IT support requests and coordinate with the external IT provider
- Handle ad-hoc administrative duties to support the team as needed
Plan and coordinate firm-wide events, including holiday gatherings, team offsites, team happy hours, client and investor events, and recurring all-hands meetings. Manage venue selection, catering, vendor contracts, invitations, RSVPs, budgets, and day-of logistics. Partner with leadership to align events with firm priorities and follow up afterward on feedback and expenses
Set up internal and external lunches, ensuring all dietary needs and preferences are met.
Greet guests, ensure they are properly welcomed, and escort them to conference rooms, at most 3-5 people per day
Handle incoming mail and deliveries, ensuring efficient distribution to the appropriate team members. Manage pantry restocking, including coordinating catering orders and maintaining inventory
Have a grasp on the pulse of the office and when an event might be needed to relieve any employee stress
Some off-hour availability required
About You:
- Minimum of 5 years of experience supporting an executiveBA/BS from a college or university
- Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)
- Strong communication skills: written and verbal
- Able to build trusted relationships with our team and external stakeholders
- Comfortable communicating with investors
Understand the importance of confidentiality and trust when supporting a CEODynamic and proactive comfortable in a fast-paced environment.
Polished, professional demeanor and the gravitas to interact with high-level executives
Outstanding communication skills
Salary, Lunch provided, Bonus, Benefits, individual plan paid 100% by firm (medical, dental vision), 401K,4 weeks Paid Vacation, Summer Fridays remote, Last 2 weeks in August remote.
Hours: 8am-6pm
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