Executive Assistant/Office Manager

Our client, a boutique hedge fund located in Downtown Manhattan is seeking an Executive Assistant/Office Manager. Please note, this individual will primarily be supporting the COO and CIO and managing the office. The ideal individual will be tech savvy, exercise good judgment in a diversity of situations, has strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The ideal candidate will be reliable, detail-oriented, creative, and has relevant work experience in lifestyle and travel management.

Job Details

COMPANY: Hedge Fund

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

• Provide administrative support to the COO and CIO
• Manage complex calendars for the COO and CIO, including scheduling, prioritizing, and coordinating internal and external meetings, ensuring optimal time management.
• Plan and coordinate all domestic and international travel arrangements including flights, ground transportations, accommodations etc.
• Organize, prioritize, and manage internal and external correspondence, flagging critical issues and ensuring timely follow-ups.
• Oversee logistics for high-level meetings, conferences, and speaking engagements, including scheduling, material preparation, and venue coordination.
• Welcome and assist external visitors, ensuring a professional and hospitable environment; prepare and serve refreshments as needed.
• Maintain inventory of office and kitchen pantry including order snacks, coffee, office supplies etc.
• Manage all incoming and outgoing mail and package deliveries, ensuring prompt distribution and tracking.

Requirements

• 4-7 years of experience in an administrative role preferably out of finance, tech, fintech industry
• Education: Bachelor’s degree required
• Strong tech skills
• Anticipates needs and resolves issues before they arise
• Prioritizes effectively and manages multiple tasks seamlessly, with strong attention to detail
• Comfortable in a fast-paced work environment, comfortable working outside of business hours as needed
• Confidentiality: High level of discretion
• Excellent verbal & written communication skills
• Warm, personable, ability to build strong relationships with both internal and external stakeholders