Executive Assistant/Office Manager

Our client, a boutique finance firm located next to grand central station, is looking for a capable, smart, and anticipatory executive Assistant / Office Manager.  This role reports to the CFO/COO and is responsible for all aspects of running the office and assisting the team. The firm is successful and a stable entity that is driven, focused, highly collaborative and team oriented.  The ideal candidate should be service oriented with a focus on ensuring all business processes are tightly controlled and very organized.  

Position: Executive Assistant / Office Manager

Location: New York, NY (Midtown)

Hours: 8:30am – 4:30/5pm

In Office Requirements:  5 days in

Compensation: $100-165k base + bonus eligible + daily lunch + robust benefits for the individual and family members

Degree: Required

Responsibilities of the Executive 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

-Negotiate with vendors, ensure best-in-class service and pricing, timely annual renewals, and competitive service

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

-Manage proxy voting, soliciting votes and casting votes, maintaining records

-Manage 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

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

-Liaise with OKC and Austin offices, ensure rental paid, supplies ordered and IT working properly

-Coordinate with travel agents to book and modify travel arrangements for team, ensuring compliance with the company's T&E policy

-Prepare T&E reports, ensuring compliance with the company's T&E policy

-Set-up and coordinate meetings, manage conference rooms

-Develop and maintain policies and procedures for all aspects of the role

-Serve 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

Requirements of the Executive Assistant / Office Manager:

-Undergraduate degree with 5+ 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

-Good at projecting and protecting the Firm image

-Able to monitor and manage high priority situations and emergencies outside of office hours, including nights and weekends where necessary

-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