Office Manager /Administrative Assistant

COMPANY: Alternative Investment Management Company
POSITION: Administrative Assistant
LOCATION: New York, NY
HOURS: 8:00AM - 6:00PM with flexibility
COMPENSATION: Up to $100K DOE + Benefits + Discretionary Bonus
BACHELOR’S DEGREE: Required

Our client, an alternative investment management company, is seeking a highly organized and proactive Administrative Assistant to support their Head of Trading while also providing operational assistance across the firm’s global offices. Reporting to the Director of Administrative Affairs, this role requires a detail-oriented, adaptable professional with strong multitasking abilities and the capacity to thrive in a fast-paced environment.
The ideal candidate will demonstrate meticulous attention to detail, excellent verbal and written communication skills, and a proactive approach to problem-solving. Additionally, they must be willing and able to support a range of office management tasks in a demanding, high-performance setting.

RESPONSIBILITIES OF THE ADMINISTRATIVE ASSISTANT:
-Oversee the day-to-day management of the office, ensuring a professional and welcoming environment while adhering to the firm’s cleanliness and organizational protocols.
-Provide administrative assistance primarily to the Head of Trading and broadly to the Investment Team.
-Serve as an in-person backup to the New York Office Coordinator, assisting with administrative tasks as needed and ensuring the smooth operation of in-office functions. Responsibilities include maintaining office supplies and pantry inventory, timely restocking, greeting and seating guests and investors, preparing and serving refreshments for employees and guests, and managing the firm’s main phone line.
-Serve as a remote backup to the Vienna Office Manager, assisting with administrative tasks as needed, including office supply order management, expense management, reimbursements, reconciliations, and invoice processing and payments.
-Manage the firm’s main phone line, answering and directing calls appropriately.
-Manage the firm’s administrative calendar, file folders, password vault, and relevant working spreadsheets.
-Liaise and coordinate with vendors, contractors, and building management for all facilities-related maintenance.
-Plan and coordinate employee engagement activities, including periodic off-sites and regularly scheduled events.
-Order catering for meetings and events, ensuring all dietary needs and preferences are met.
-Prepare and serve food and refreshments for employees and guests.
-Book travel arrangements, including flights and hotels, for employees and guests.
-Continuously seek and implement areas of improvement, gains in efficiency, and cost-saving opportunities.
-Assist with ad hoc projects and strategic initiatives as directed by the Director of Administrative Affairs.


REQUIREMENTS OF THE ADMINISTRATIVE ASSISTANT:
-Bachelor's degree required.
-5-7 years of experience in office management or a similar administrative role, within a financial services or hedge fund environment.
-Proficiency in Microsoft Office Suite (e.g., Teams, Outlook, Excel, Word, Forms, Planner).
-High level of professionalism and discretion in handling confidential information.
-Exceptional organizational and multitasking skills, with a hyper-attention to detail.
-Strong work ethic with the ability to work under pressure and manage multiple priorities independently and as part of a team.
-Verification of identity, education, prior employment, and references may be required.

*The salary range posted for this New York City-based position is a good faith estimate. Actual salary may vary based on several factors, including but not limited to, level, experience, and qualifications for the role.