Executive Assistant/Office Manager

Our client, a boutique asset management firm is seeking a highly skilled Executive Assistant to support the Chief Operating Officer (COO) and Chief Investment Officer (CIO) and manage the day-to-day operations of the New York office. This is a critical role that will provide organizational leverage for the firm’s two senior leaders. The ideal candidate is tech-savvy, proactive, and thrives in a fast-paced, entrepreneurial environment. This individual will be an ambassador of our culture, ensuring smooth operations, and an exceptional experience for internal and external stakeholders.

Job Details

COMPANY: Boutique Asset Management Firm 

POSITION: Executive Assistant/Office Manager  

LOCATION: Downtown Manhattan -fully onsite

HOURS: 8:00am-5:00pm with occasional work required early in the morning, evenings and/or weekends

SALARY: $125k-$140k base DOE plus bonus eligible and benefits

Responsibilities

Executive Support

• Provide seamless administrative support to the COO and CIO, anticipating needs and enabling them to focus on strategic priorities.
• Manage highly complex calendars, balancing competing demands, and coordinating internal and external meetings.
• Prepare executives for key engagements with concise briefings, background materials, and follow-up tracking.

Investment Team Coordination & Event Hosting

• Maintain and optimize the firmwide investment team meeting calendar, coordinating recurring research calls, pipeline reviews, and strategy discussions.
• Partner with investment professionals to schedule ad hoc diligence sessions and ensure key stakeholders have access to relevant materials.
• Host and facilitate research-related events at the office, including expert panels, roundtables, and visiting speaker sessions, ensuring logistics, catering, and technology run smoothly.

Travel & Event Management

• Coordinate all domestic and international travel, including flights, ground transportation, accommodations, and itineraries.
• Plan logistics for board meetings, investor presentations, conferences, and speaking engagements.
• Oversee preparation of presentations, agendas, and supporting materials for meetings.

Operational & Office Management

• Serve as the point of contact for office operations, ensuring a professional and hospitable environment.
• Maintain and optimize office systems, vendor relationships, and supply inventories.
• Oversee incoming/outgoing mail, courier services, and reception of guests.

Communications & Relationship Management

• Draft, edit, and proofread high-level correspondence and documents with attention to tone and accuracy.
• Build strong relationships with internal teams, portfolio companies, and external partners.
• Act as a confidential liaison and problem-solver for sensitive matters.

Technology & AI Tools

• Leverage productivity tools, scheduling platforms, and AI-driven solutions to optimize workflows.
• Use and experiment with generative AI tools such as ChatGPT and Claude to streamline communication, draft materials, and create efficiencies in research support.
• Stay current on emerging office technologies and recommend improvements to increase efficiency.

Requirements

• Experience: 5–8+ years of progressive administrative experience, ideally supporting C-suite executives in finance, healthcare, life sciences, or technology sectors.
• Education: Bachelor’s degree required.
• Technical Fluency: Advanced proficiency with Microsoft Office, Google Workspace, and collaboration tools. Direct experience with ChatGPT, Claude, or similar AI productivity tools strongly preferred.
• Judgment & Discretion: Demonstrated ability to handle sensitive information with confidentiality and integrity.
• Communication: Exceptional verbal, written, and interpersonal communication skills.
• Organization & Prioritization: Skilled at balancing multiple projects under tight deadlines while maintaining attention to detail.
• Flexibility: Willingness to work extended hours, including occasionally early mornings, evenings, or weekends, but only as needed.
• Culture Fit: Warm, personable, and capable of representing the firm’s values of intellectual rigor, curiosity, and commitment to innovation.