Executive Assistant/Office Manager

Executive Assistant/Office Manager Overview

• The Executive Assistant/Office Manager role combines executive support and office management responsibilities in a dynamic private equity environment.
• Provide direct support to the co-founders and General Counsel, ensuring seamless operations and efficient scheduling.
• Manage office-related tasks, including conference room preparation, vendor coordination, and maintaining office supplies.
• Coordinate travel arrangements, meetings, and events for executives and the investment team.
• Handle sensitive legal and financial documents with utmost confidentiality and discretion.
• Ensure smooth office operations by greeting guests and liaising with building management.
• Collaborate with the General Counsel on legal document execution and transaction management.
• Maintain organized shared drives and document management systems for efficient retrieval and version control.
• Contribute to a professional and supportive work environment, fostering collaboration and efficiency.

Executive Assistant/Office Manager Key Responsibilities & Duties

• Manage executive calendars, scheduling meetings, calls, and logistics for the leadership team.
• Coordinate domestic and international travel arrangements, ensuring seamless itineraries.
• Draft correspondence and communications, maintaining a professional tone and accuracy.
• Assist with legal document preparation, notarizations, and investor reporting materials.
• Oversee office management tasks, including visitor access, conference room setup, and event planning.
• Maintain office appearance and supplies, ensuring a functional and welcoming environment.
• Collaborate with building management for maintenance requests and visitor coordination.
• Support the investment team with administrative tasks and document management.
• Uphold confidentiality and discretion in handling sensitive information and transactions.

Executive Assistant/Office Manager Job Requirements

• Bachelor’s degree required, preferably in a related field.
• Minimum of 10 years of executive assistant experience in professional services or finance.
• Proficiency in MS Office programs, including Excel, Word, Outlook, and PowerPoint.
• Strong organizational skills with attention to detail and ability to multitask.
• Experience managing legal documents, signature pages, and transaction materials preferred.
• NY Notary Public certification or willingness to obtain promptly is preferred.
• Excellent communication skills, both oral and written, with a proactive attitude.
• Ability to work on-site and adapt to a fast-paced, dynamic environment.
• Demonstrated loyalty, professionalism, and tenure in previous roles.