Executive Assistant / Office Manager

Executive Assistant / Office Manager Overview

• The Executive Assistant / Office Manager role offers a dynamic opportunity to support executives and manage office operations in a professional investment environment.
• Collaborate closely with the co-founders and General Counsel to ensure smooth administrative and operational workflows.
• Handle scheduling, travel arrangements, and correspondence for senior executives, maintaining confidentiality and discretion.
• Assist with legal document preparation, closing checklists, and investor reporting materials under the guidance of the General Counsel.
• Oversee office management tasks, including vendor coordination, conference room setup, and event planning.
• Contribute to maintaining organized shared drives and document management systems for efficient retrieval and version control.
• Support a small, high-performing team in a fast-paced private equity environment focused on real estate investments.
• Enjoy a competitive compensation package and a collaborative work culture emphasizing professional growth.

Executive Assistant / Office Manager Key Responsibilities & Duties

• Manage executive calendars, scheduling meetings, calls, and logistics to optimize workflows.
• Coordinate domestic and international travel arrangements for executives and the investment team.
• Draft and manage correspondence, ensuring accuracy and professionalism in all communications.
• Assist with legal document execution, notarizations, and preparation of closing materials.
• Plan and organize company events, retreats, and meetings to foster team collaboration.
• Maintain office appearance, supplies, and coordinate with building management for maintenance requests.
• Ensure confidentiality and discretion in handling sensitive legal, financial, and personal matters.
• Support the General Counsel in managing investor reporting materials and document distribution.

Executive Assistant / Office Manager Job Requirements

• Bachelor’s degree in a relevant field is required for this position.
• 10+ years of experience as an Executive Assistant, preferably in law firms or private equity environments.
• Proficiency in MS Office programs, including Excel, Word, Outlook, and PowerPoint.
• Strong organizational and communication skills, with attention to detail and proactive approach.
• Experience coordinating legal documents, signature pages, and closing materials is preferred.
• Knowledge of real estate transactions, corporate structures, and investment vehicles is advantageous.
• NY Notary Public certification or willingness to obtain promptly is preferred.
• Ability to work on-site and adapt to a fast-paced, dynamic environment.