Executive Assistant/Office Manager

Our client, a boutique finance firm in midtown, is looking to hire 2 capable, smart, and anticipatory Executive / Administrative Assistant / Office Manager type candidates.  The ideal candidates will be service oriented with a focus on ensuring all business processes are controlled and organized.  Both roles report to the CFO and are responsible for all aspects of running the office and assisting the team/Founder. The firm is successful and a stable entity that is driven, focused, highly collaborative and team oriented. 

Position: Executive / Administrative Assistant / Office Manager

Location: New York, NY (Midtown)

Hours: 8am/8:30am – 5pm

In Office Requirements:  5 days in

Compensation: $80-130k base + bonus eligible + daily lunch + medical/dental/vision benefits for the family

Degree: Required

Responsibilities of the Executive / Administrative Assistant / Office Manager:

-Assist the Portfolio Manager including light personal matters such as, insurance submissions/family travel arrangements on occasion

-Greeting/assisting the occasional guests and setting up conference rooms for meetings

-Assist with detailed calendar of all company meetings, reconcile to sell side meeting lists, upload to annual broker vote

-Help manage proxy voting, soliciting votes and casting votes, maintaining records

-Partake in the compliance system, including personal trading and holdings review, annual compliance affirmations for firm

-Coordinate document requests and material gathering for annual compliance review

-Manage all building maintenance requests, coordinate, and liaise with building management and engineers

-Manage new employee onboarding and terminations, coordinating with HR and IT service providers

-Order supplies for office, including stationery, food & drinks, daily lunch, office supplies, tech supplies, maintain inventories of supplies

-Assist with accounts payable, reconcile credit card bills, maintain payables report, ensure all payables are paid timely

-Coordinate with travel agents to book and modify travel arrangements for team, ensuring compliance   

-Set-up and coordinate meetings, manage conference rooms

-Handle reception duties including visitors by greeting, welcoming, directing and announcing them appropriately

-Answering, screening, and forwarding any incoming phone calls while providing basic information when needed

-Receiving and sorting daily mail/deliveries/couriers

-Handle ad hoc requests and duties as necessary

Requirements of the Executive / Administrative Assistant / Office Manager:

-Undergraduate degree with 1+ years of experience, preferably in financial services

-Team player, able to collaborate and coordinate with other team members

-Highly organized with good writing skills (Excel, Word, PowerPoint, etc.)

-Service oriented and confident, able to manage multiple tasks simultaneously

-Able to check email / building needs off hours occasionally

-Strong problem-solving skills

-Must be proactive and can work independently

-Must have an attitude of “no task is too big or too small”

-Verification of identity, education, prior employment, and references may be required