The Opportunity The firm is hiring an Executive Assistant/Office Manager for its office in Midtown Manhattan. The position supports the Managing Partner as his Executive Assistant and is the Office Manager for an office with 9 investment and operations team members.
Base salary range for the position is $95,000 - $125,000, depending on experience, with eligibility for a discretionary annual bonus plus a comprehensive benefits package.
Job Description The position requires an experienced professional who thrives in a fast-paced environment and has the ability to simultaneously balance multiple priorities.
Executive Assistant Responsibilities:
- Manage calendar and scheduling for Managing Partner
- Act as gatekeeper for incoming calls and visitors
- Coordinate domestic and international travel
- Handle personal projects (personal travel, research and tasks) and organize team outings as needed
Office Manager Responsibilities:
- Manage all operational aspects of the office - point of contact for all building communications
- Prepare quarterly/annual budgets and monthly expense reports for the firm and its clients - includes processing payables, receivables, tax payments and reconciling company credit card expenses
- Maintain and review general ledger in QuickBooks - point of contact for accountant
- Handle all IT matters for the office - includes working with IT vendor on issue resolution and maintaining/updating technology
- Coordinate HR administrative activities for the office - includes working with outsourced HR on payroll, onboarding, health care and retirement benefits
- Manage office, conference room and kitchen spaces - includes ordering office supplies and stocking pantry
- Coordinate management of client pied-a-terre and client requests when visiting NYC
Qualifications- Minimum 3 years of experience supporting a senior level executive in a family office or ultra-high net worth banking
- Aptitude for tracking expenses/bookkeeping; QuickBooks knowledge preferred
- Utmost discretion and ability to handle sensitive and highly confidential information
- Exceptional organizational skills and attention to detail
- Superior verbal and written communication skills
- Strong sense of responsibility and initiative with the ability to complete tasks with minimal supervision
- Excellent computer skills including use of Microsoft Office