Executive Assistant / Office Manager

Overview

• Act as the Executive Assistant and Office Manager, ensuring seamless operations and executive support in a fast-paced professional environment.
• Coordinate executive schedules, travel arrangements, and daily priorities to optimize efficiency and productivity.
• Handle confidential legal and financial matters with discretion, supporting high-level decision-making processes.
• Collaborate on legal document management and transaction support, ensuring accuracy and compliance.
• Maintain office organization, administrative systems, and appearance to foster a professional environment.
• Plan and coordinate company events, retreats, and visitor arrangements to enhance team engagement.
• Support investor reporting and document preparation processes with meticulous attention to detail.
• Contribute to a collaborative workplace culture, ensuring operational excellence and team synergy.

Key Responsibilities & Duties

• Manage executive calendars, scheduling meetings, calls, and logistics with precision and efficiency.
• Coordinate domestic and international travel arrangements, ensuring smooth transitions and timely schedules.
• Draft and manage correspondence, maintaining professional communication standards and accuracy.
• Assist with legal document execution, notarizations, and closing checklists, ensuring compliance and organization.
• Maintain organized shared drives and document management systems for efficient retrieval and collaboration.
• Greet visitors, manage conference room setups, and coordinate building access for seamless operations.
• Plan and execute company retreats, events, and administrative projects to enhance team cohesion.
• Monitor office supplies, mailing, and shipping to ensure uninterrupted daily operations.

Job Requirements

• Bachelor’s degree required, preferably in a related field such as business or administration.
• 7-10 years of executive assistant experience, ideally within professional services or corporate environments.
• Proficiency in MS Office programs, including Excel, Word, Outlook, and PowerPoint.
• Exceptional organizational and communication skills, both oral and written, with attention to detail.
• Familiarity with legal document coordination, signature pages, and notarizations is preferred.
• Experience with real estate transactions, corporate structures, and investment vehicles is advantageous.
• NY Notary Public certification or willingness to obtain promptly is preferred.
• Ability to thrive in a fast-paced environment while maintaining professionalism and efficiency.