Executive Assistant / Office Manager

Overview

• Act as the Executive Assistant and Office Manager, ensuring efficient operations and executive support within a dynamic professional environment.
• Coordinate executive schedules, travel arrangements, and priorities to optimize productivity and streamline workflows.
• Handle sensitive matters with discretion, supporting high-level decision-making and maintaining confidentiality.
• Oversee office organization, administrative systems, and event planning to foster a professional and engaging workplace.
• Collaborate on document management and transaction support, ensuring compliance and accuracy in all processes.
• Support investor reporting and document preparation with meticulous attention to detail and professionalism.
• Contribute to a collaborative and efficient workplace culture, driving operational excellence and team synergy.
• Provide comprehensive executive support, enabling leadership to focus on strategic priorities.

Key Responsibilities & Duties

• Manage executive calendars, scheduling meetings, calls, and logistics with precision and efficiency.
• Coordinate domestic and international travel arrangements, ensuring seamless 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 business, administration, or a related field.
• 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.