Executive Assistant

Our client, a hedge fund located in Greenwich, CT is seeking an Executive Assistant to provide high-level administrative support to 5 executives. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant serves as the primary point of contact for internal and external stakeholders and ensures smooth day-to-day operations. This role will also serve at the office manager for this 50-person office.

Job Details

Job Title: Executive Assistant

Location: Greenwich

Work hours: Mon through Fri; 40 hours per week and must be flexible between the hours of 8 or 9am-6pm

FLSA status: Non-exempt      

Salary: $90k-$110k plus Bonus Eligible plus Great Benefits!

Responsibilities:

• Manage and maintain executives’ calendars, including scheduling meetings, appointments, and travel.
• Book travel for your executives and process expenses in the Concur system.
• The Executive Assistant will be based at the reception desk, providing both administrative support and a professional front-facing presence for the office.
• Order catering for conferences and meetings, reserve conference rooms, set up and clean up catering.
• Assist with video conferencing needs in the office.
• Plan and execute office events such as monthly birthday celebrations, cultural events, happy hours, holiday parties etc.
• Assist with logistics when employees visit from other offices.
• Maintain inventory of office supplies and order as needed.
• Partner with the building staff to ensure the pantry/kitchen with all necessary supplies and ensure all items are consistently replenished.
• Order Fresh Direct and unpack groceries when delivered. Clean out the fridge and discard contents prior to restocking.
• Receive and sort incoming deliveries and mail
• Ensure the office is always neat and presentable.
• Assist the HR team with onboarding and offboarding of employees.
• Partner with HR to maintain and communicate office updates as necessary.

Required Experience/Skills:

• 5+ years of experience supporting senior executives or C-suite leaders, with previous financial services experience required.
• High level of proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (Teams, Slack, Zoom).
• Exceptional organizational and time-management skills.
• Strong oral and written communication skills.
• Ability to work independently and in collaboration with a team in fast-paced environment.
• Strong attention to detail and a high level of accuracy.
• Proactive problem-solving and a “no task too small” attitude.
• BS/BA or equivalent required.