Executive Assistant/Office Manager

Our client, an AUSTIN, TEXAS based hedge fund (startup) is looking to hire an Executive Assistant/Office Manager to support their Founder and assist with office management for their growing team!  The ideal candidate should be Finance industry savvy (from an administrative perspective) have a proactive / problem solving nature and be a team player.  

Job Details:

COMPANY: Hedge Fund (Startup) 

POSITION: Executive Assistant/Office Manager

LOCATION: Texas (Downtown Austin)

HOURS: 8:30am – 5:30pm (with general flexibility after hours as needed)

OFFICE REQUIREMENTS: This role is in office 5 days

COMPENSATION: 85 -150k base (bonus on top, benefits offered and more)

BACHELOR'S DEGREE REQUIRED: Preferred

*Willing to relocate the ideal candidate from NYC to Austin!

Responsibilities of the Executive Assistant/Office Manager:

­­-Maintain multiple complex calendars/schedule management, including recurring team meetings and external engagements

-Research management: gather and organize earnings transcripts, sell-side reports, provider research, and create ad-hoc research packs

-Coordinate domestic and international travel, often complex and last-minute, including flights, hotels, cars, dinner reservations, and contingency planning (with detailed full trip itineraries)

-Meeting preparation and follow-up: draft agendas, compile attendee profiles, assemble briefing materials, track action items

-Gatekeeping of the Founder’s time: screen inbound calls/emails, prioritize requests, and manage access

-Anticipate needs, proactively identify issues, and ensure follow-through on key initiatives

-Assist with personal and business matters as needed to provide seamless support

-HR onboarding: set up new employees with equipment, system access, and compliance requirements

-Create and maintain a best practices playbook documenting procedures for all administrative and operational functions

-On-the-ground IT: manage logistics, troubleshoot issues, and coordinate with IT vendors/resources

-Vendor relationships: research and vet new vendors, negotiate contracts, and ensure the firm receives high-quality service

-Expense management: track, organize, and document firm and executive expenses; manage invoices and accounts payable

-Office management: stock supplies, order lunches, welcome guests, and foster a positive, energetic office culture

-Event planning: lead the planning of all team-building offsites/activities, client events, holiday parties and happy hours

Requirements of the Executive Assistant/Office Manager:

-Bachelor’s degree preferred

-3–5+ years of experience in a fast-paced, professional environment (finance, investment, or startup experience strongly preferred)

-Based in Austin, TX (or willing to relocate)

-Proficiency in Microsoft Office, Slack, AI Tools; familiarity with project management/collaboration tools a plus

-Exceptional organizational skills with the ability to manage competing priorities

-Strong judgment, discretion, and professionalism when handling sensitive information

-Flexibility for early morning, evening, or weekend support

-Proactive – always thinking 3 steps ahead to solve problems and see tasks to completion

-Low-ego, high-ownership mindset: willing to handle everything from answering phones to complex research projects with a “no-task-too-small” mindset

-Positive, calm, and resourceful with exceptional judgment and critical thinking skills

-Adaptable and resilient in a dynamic environment; ability to anticipate needs and act without explicit direction

-Polished, professional demeanor with clients, partners, and investors

-Discreet and trustworthy with confidential and sensitive matters
-Verifications of identity, education, prior employment, and references may be required