Executive Assistant/Office Manager

Overview

• Provide executive-level support to the co-founders and General Counsel in a dynamic private equity environment.
• Manage office operations, ensuring smooth functioning and professional presentation of the workspace.
• Coordinate schedules, travel arrangements, and communications for executives and the investment team.
• Handle sensitive legal, financial, and personal matters with utmost discretion and confidentiality.
• Support legal transactions, including document execution, notarizations, and closing checklists.
• Maintain organized document management systems and shared drives for efficient retrieval and version control.
• Plan and coordinate company events, retreats, and meetings with attention to detail.
• Collaborate with building management for visitor access and maintenance requests.

Key Responsibilities & Duties

• Manage executive calendars, scheduling meetings, calls, and logistics efficiently.
• Track and prioritize daily tasks and reminders for executives and the team.
• Coordinate domestic and international travel arrangements for the team.
• Draft professional correspondence and communications as required.
• Assist General Counsel with legal document preparation, notarizations, and transaction support.
• Maintain office appearance, supplies, and manage mailing and shipping operations.
• Plan and execute company events, retreats, and meetings with precision.
• Ensure confidentiality and discretion in handling sensitive information.

Job Requirements

• Bachelor's degree required, preferably in a related field.
• 7-10 years of experience as an Executive Assistant, ideally in law or private equity firms.
• Proficiency in MS Office Suite (Excel, Word, Outlook, PowerPoint).
• Strong organizational and communication skills, both written and verbal.
• Familiarity with real estate transactions, corporate structures, and investment vehicles preferred.
• NY Notary Public certification or willingness to obtain promptly.
• Ability to work on-site and manage office operations effectively.
• Detail-oriented, proactive, and capable of multitasking in a fast-paced environment.